220122 Administrative Assistant - Jacksonville, FL (Hybrid)

Canon Recruiting Group•Jacksonville, FL

9h•$21•Hybrid

About The Position

This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering, and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

Requirements

3+ years’ experience as an Administrative Assistant or comparable level of experience as a Senior Administrative Assistant
Demonstrated ability in either current or prior positions to interact with senior level executives
Ability to work independently, multi–task, manage time wisely; handle confidential and sensitive material with highest degree of integrity.
Strong executive presence; superior interpersonal communications skills
Must be proficient in MS Outlook
Ability to multi-task in an urgent and deadline-driven environment
Accuracy/quality control – must demonstrate accuracy & thoroughness and monitor own work to ensure quality
Excellent attention to detail and organizational skills
Pro-active attitude with ability to stay focused and maximize time efficiently

Nice To Haves

Administrative Services
Attention to Detail
Customer and Client Focus
Planning
Prioritization
Adaptability
Collaboration
Event Planning
Problem Solving
Research
Facilities Management
Office Administration
Oral Communications
Recording/Organizing Information
Written Communications

Responsibilities

Provide executive administrative support to the GT Quality Assurance Executive.
Principal duties are managing the schedule of the Executive, including meetings, tele-presence and travel; scheduling staff events; coordinating and responding to correspondence and requests from outside groups and senior management of the Company; typing memoranda and correspondence; maintenance of accurate records; preparing expense reimbursement; and other related administrative duties.
Communicates with executives and line management to gather and convey relevant information
Answers manager's phone line, documenting accurate messages and handling calls with appropriate judgment
Proactively manages the calendar of multiple stakeholders, effectively resolving conflicts that arise in a professional manner
Manages all travel planning and expenses, coordinating schedules for executive to maximize time and create efficiencies
Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills
Liaises with outside groups to coordinate events where the executive is a corporate chair, director, or committee member ages in high-level client contact and supports conversations related to sensitive information, utilizing considerable diplomacy and judgment
Scheduling of meetings and calendar management.
Accurately arrange complex, detailed, and frequently changing travel plans and itineraries
Assist with various administrative aspects of the department management