Administrative Assistant

Stellar • Jacksonville, FL

2d • Hybrid

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
• Basic financial skills to complete expense reports
• 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
• Proven experience as an administrative assistant or in a similar role
• Proficiency in MS Office (MS Excel and MS Word, in particular)
• Experience working in a CRM (ie.. Sales Force, Dynamics…)
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multitask
• Attention to detail and problem-solving skills

Nice To Haves

• Additional educational qualifications are a plus

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 proposals
• Extract and organize information in CRM
• Other duties as assigned

Benefits

• Competitive pay based on experience
• Remote & hybrid work options for many positions
• Paid Time Off – accrue 15 days (120 hours) within first year of service
• Paid holidays
• Medical, dental, and vision insurance options
• Tax-advantaged accounts (HSA, FSA, Dependent Care FSA)
• Company-paid life and disability insurance
• 401(k) – company match with immediate vesting

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED