Administrative Assistant I & II

The Haskell Company•Jacksonville, FL

8d•Onsite

About The Position

Performs a broad range of administrative duties in support of departmental operations or executive leadership. Duties may include managing calendars and scheduling, coordinating meetings and travel, preparing and editing documents and reports, maintaining records and files, processing expense reports, and facilitating internal and external communications. The role supports timely completion of administrative processes, efficient workflows, and accurate, organized information. Responsibility and assignment complexity vary according to experience, demonstrated proficiency, and organizational needs. Administrative Assistant I prioritizes daily tasks, manages workflow, prepares and formats documents and spreadsheets, responds to routine inquiries, schedules meetings, coordinates meeting and event materials, and maintains files, office supplies, and department equipment. Administrative Assistant II performs Administrative Assistant I duties and additionally develops presentations, independently drafts and responds to correspondence, tracks delegated tasks, researches and compiles data, prepares summary reports, handles confidential information, processes expense reports, coordinates travel, manages meeting logistics and technology, and assists with timekeeping and administrative reporting. Executive Leadership Assistant I performs all Administrative Assistant I and II responsibilities and provides administrative and operational support to a member of the Executive Leadership team.

Requirements

High school diploma required.
Administrative Assistant I: minimum of 1 year of experience.
Administrative Assistant II or Executive Leadership Assistant I: minimum of 3 years of experience.
Good organizational skills and attention to detail.
Ability to keep information confidential.
Good proficiency in Microsoft Office, including Excel, Word, and PowerPoint.
Ability to communicate effectively verbally and in writing.
Ability to provide and carry out detailed verbal and written instructions independently.
Ability to collaborate with others to accomplish organizational goals and identify and resolve problems.
Ability to use logical or rational thinking to solve problems and make decisions based on personal judgment.
Ability to perform mathematical calculations, including fractions, decimals, percentages, and statistical calculations, as needed.
Ability to understand and execute the company vision and values of Team, Excellence, Service, and Trust.

Nice To Haves

Some college or an applicable business certification preferred.
Demonstrated competency in Microsoft Word and PowerPoint; Prolog if applicable.

Responsibilities

Prioritize daily tasks and manage workflow to ensure deadlines are met; coordinate and follow through on assignments.
Prepare, edit, and format documents, reports, and spreadsheets using business software and collaboration tools.
Serve as a point of contact for internal and external stakeholders, respond to routine inquiries, and route requests appropriately.
Schedule meetings, manage calendars, and coordinate logistics as directed by the supervisor.
Support team meetings and events by coordinating schedules, preparing agendas and materials, and arranging resources.
Maintain digital and physical files, office supplies, and department equipment.
Develop presentations and visual materials using presentation software and collaboration platforms (Administrative Assistant II and Executive Leadership Assistant I).
Draft and respond to correspondence independently and track and follow up on delegated tasks and action items (Administrative Assistant II and Executive Leadership Assistant I).
Conduct research, compile data, and prepare summary reports to support decision-making (Administrative Assistant II and Executive Leadership Assistant I).
Handle sensitive and confidential information with discretion and professionalism (Administrative Assistant II and Executive Leadership Assistant I).
Prepare and process expense reports (Administrative Assistant II and Executive Leadership Assistant I).
Coordinate travel arrangements, including itineraries and related documentation (Administrative Assistant II and Executive Leadership Assistant I).
Manage meeting logistics, including conference room scheduling, virtual meeting setup, and technology support (Administrative Assistant II and Executive Leadership Assistant I).
Assist with timekeeping and administrative reporting processes (Administrative Assistant II and Executive Leadership Assistant I).
Provide administrative and operational support to a member of the Executive Leadership team (Executive Leadership Assistant I).