Administrative Assistant - Jacksonville, FL

Military Spouse Corporate Career Network•Jacksonville, FL

4d•Onsite

About The Position

Haskell is seeking an Administrative Assistant to support departmental operations or executive leadership. The role performs a broad range of administrative duties, which may include managing calendars and scheduling, coordinating meetings and travel, preparing and editing documents and reports, maintaining records and files, processing expenses, and facilitating internal and external communications. It helps ensure administrative processes are completed on time, workflows run efficiently, and information is accurate and organized. Responsibility and assignment complexity vary according to experience, demonstrated proficiency, and organizational needs. The posting describes duties across Administrative Assistant I, Administrative Assistant II, and Executive Leadership Assistant I levels. Assistant I duties include managing workflow, preparing and formatting documents, responding to routine inquiries, scheduling meetings, and maintaining files, supplies, and equipment. Assistant II adds presentations, independent correspondence, research and reporting, confidential information handling, expense processing, travel coordination, meeting technology support, and timekeeping and administrative reporting. Executive Leadership Assistant I performs these duties and provides administrative and operational support to a member of the Executive Leadership team.

Requirements

High school diploma required.
At least 1 year of experience for Administrative Assistant; at least 3 years for Administrative Assistant II or Executive Leadership Assistant I.
Good organizational skills and attention to detail.
Ability to keep information confidential.
Competency with Microsoft Office, including Excel, Word, and PowerPoint; Prolog if applicable.
Ability to communicate effectively verbally and in writing.
Ability to provide and independently carry out detailed verbal and written instructions.
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.
Physical ability to visit other locations and to stand, walk, stoop, kneel, crouch, and lift, carry, or move light to medium weights of 10–50 pounds.
Good hand-eye coordination, arm, hand, and finger dexterity, including grasping, and visual acuity sufficient to use a keyboard, operate equipment, and read application or form information.
Ability to sit frequently, reach with hands and arms, talk, and hear.

Nice To Haves

Some college or an applicable business certification.

Responsibilities

Prioritize daily tasks and manage workflow to meet deadlines; 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.
Draft and respond to correspondence independently; track and follow up on delegated tasks and action items.
Conduct research, compile data, and prepare summary reports to support decision-making.
Handle sensitive and confidential information with discretion and professionalism.
Prepare and process expense reports.
Coordinate travel arrangements, itineraries, and related documentation.
Manage meeting logistics, including conference room scheduling, virtual meeting setup, and technology support.
Assist with timekeeping and administrative reporting processes.
Provide administrative and operational support to a member of the Executive Leadership team for the Executive Leadership Assistant I level.