Administrative Assistant

Decca Consulting•Jacksonville, FL

3d•Onsite

About The Position

This role provides comprehensive support to the President and Vice-President - Sales and Supply Chain, acting as a liaison to departmental executives and other Global Support Center departments. The Administrative Assistant II will manage calendars, record meeting minutes, prioritize inquiries, and troubleshoot conflicts to ensure smooth day-to-day operations. Responsibilities include developing itineraries, scheduling travel, and booking accommodations for key personnel and guests. The position also involves generating special projects, such as compiling weekly updates for the President of Latin America, Caribbean Export, and supporting sales events and customer visits, including tradeshows. The role requires producing and distributing daily and weekly reports, participating in sales meetings with action plans, and supporting customer-facing programs like customer appreciation month and new customer onboarding.

Requirements

Must be able to type proficiently.
Must be proficient with Microsoft Office programs (Excel, Word, and Outlook).
Must be able to work with minimal supervision and be self-motivated.
Strong ability to prioritize and work on multiple projects under a high-stress environment.
Ability to adapt to continually changing priorities.
Strong planning and organizing skills, follow-up, and close attention to detail.
Strong communication skills.
Fast learner.
Problem solver.
English required.

Nice To Haves

Advanced Excel skills highly preferred.
Previous experience with Concur and managing expense reports highly preferred.
Bilingual in Spanish preferred.

Responsibilities

Provide high-level calendar management and record meeting minutes.
Prioritize inquiries and requests while troubleshooting conflicts; make judgment and recommendations to ensure smooth day-to-day engagements.
Develop itineraries and agendas including scheduling flights, arranging ground transportation, and book accommodations for President, Vice-Pres. Sales and Supply Chain, members of Senior International Leadership and other company guest.
Generate special projects assigned by President such as compiling weekly IFG updates to include financial numbers, milestones, challenges and actions to be shared with the President of Latin America, Caribbean Export.
Arrange and support important meetings and events social event for Sales department/All Associates.
Support all sales events and customer visits including tradeshows and internal event travel and entertainment management.
Produce and distribute daily and weekly reports such as weekly active inventory, daily sales numbers, and weekly margins to the Sales team, Sister Companies, and all associates.
Participate and report on sales meetings with action plans and follow-up to ensure actions are completed.
Sales team program support: Supports the execution of customer-facing programs such as customer appreciation month and new customer onboarding.