Administrative Assistant

Stellar•Jacksonville, FL

14d

About The Position

The Administrative Assistant will provide essential support to ensure the smooth functioning of the office (or project jobsite office). This role involves a wide range of administrative tasks and requires excellent organizational skills, attention to detail, and the ability to manage multiple responsibilities simultaneously. The ideal candidate will be proactive, adaptable, and able to work independently as well as part of a team. Responsibilities include managing schedules, handling correspondence, preparing project related reports, and coordinating office activities. The Administrative Assistant will play a vital role in maintaining an efficient and productive work environment, contributing to the overall success of the organization.

Requirements

Strong organizational and time management skills
Excellent written and verbal communication abilities
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to multitask and prioritize tasks effectively
Attention to detail and problem-solving skills
Experience with office management systems and procedures
Strong interpersonal skills and ability to work in a team
Discretion and trustworthiness in handling confidential information
Ability to work independently with minimal supervision
Familiarity with booking travel arrangements and scheduling meetings
High school diploma or equivalent; additional qualifications in office administration are a plus
Proven experience as an administrative assistant or in a similar role
Proficiency in MS Office (MS Excel and MS Word, in particular)
Excellent written and verbal communication skills
Strong organizational skills with the ability to multitask
Attention to detail and problem-solving skills
Flexibility to travel on short notice for urgent business needs, to attend meetings, trainings, and events.
Maintain a professional demeanor and appearance during business trips.
Compliance with company travel policies and procedures.
Ability to sit, stand, and walk for long periods of time.
Ability to use a computer, phone, printer, scanner, and other office equipment.
Visual acuity for detailed work and computer use
Ability to lift, carry, and move up to 25 pounds of files, documents, and materials.

Responsibilities

Manage and coordinate schedules and appointments
Handle incoming and outgoing correspondence
Prepare and compile reports and presentations
Coordinate office activities and events
Maintain filing systems and records
Assist in the preparation of meetings and conferences
Manage office supplies and equipment inventory
Provide general administrative support to staff and management
Ensure confidentiality and security of sensitive information
Support compilation and submission of project billings
Collect necessary files from vendors & subcontractors on a periodic/monthly basis as required (i.e. lien waivers, payment applications, certificates of insurance, etc.)
Support project managers with subcontractor prequalification
Other duties as assigned