Administrative Assistant

Mountainstar Capital Partners Inc • Ponte Vedra Beach, FL

4d

About The Position

The Administrative Assistant provides high-level administrative, operational, and project support to the Special Projects Manager, Director of Strategic Initiatives, and the Office of the President. This role supports executive-level initiatives, coordinates cross-functional activities, and contributes to strategic projects across the organization.

This position requires a highly organized, adaptable professional with strong communication skills, attention to detail, and the ability to manage sensitive and confidential information. The role is dynamic in nature, with responsibilities that evolve based on organizational priorities and leadership needs.

Requirements

• Minimum of 2–4 years of administrative or executive support experience preferred.
• Experience supporting senior leadership or Board-level functions preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with Canva or similar design platforms required.
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Strong attention to detail and commitment to quality.

Responsibilities

• Provide administrative support to the Special Projects Manager, Director of Strategic Initiatives.
• Assist with formal communications to the Board of Trustees, ensuring professionalism and accuracy.
• Conduct research and compile information for special projects and strategic initiatives.
• Prepare reports, presentations, and executive-level materials as requested.
• Maintain confidentiality of all sensitive organizational and strategic information.
• Design and distribute newsletters for MountainStar Partners.
• Create visual materials and presentations using Canva or similar platforms.
• Support development of internal and external communications.
• Coordinate transportation and travel arrangements for executive leadership and Board-related activities.
• Organize and schedule meetings, appointments, and calendars using administrative systems.
• Submit and reconcile expense reports.
• Schedule, coordinate, and facilitate executive and Board-related meetings.
• Prepare meeting materials and record minutes as directed.
• Manage executive conference/board room calendar and ensure readiness for meetings.
• Assist with planning and execution of events and organizational activities.
• Answer calls, emails, and correspondence in assigned areas.
• Receive and direct visitors appropriately.
• Maintain executive office and breakroom supply inventory.
• Receive and distribute deliveries to appropriate departments.
• Develop and maintain filing systems and contact lists.
• Serve as a point of contact for internal and external vendors.
• Handle administrative requests and queries from the executive team.
• Maintain communication across departments as directed.
• Assist with project work and special initiatives as assigned.
• Provide general administrative and operational support across multiple functional areas.
• Perform other related duties as assigned by management.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed