Administrative Assistant
About The Position
The Administrative Assistant supports daily office operations and helps create a welcoming, professional environment for staff and visitors. The role provides administrative support through office coordination, document preparation, telephone coverage, data entry, and organization of business operations. It also supports staff timekeeping and expense documentation, accounting data entry, special projects, occasional marketing activities, and technical initiatives involving AI platforms, automation, CRM customization, and operational technology. The position is full-time and on-site in St. Augustine, Florida. Travel is as required, with potential overnight travel of less than 10%.
Requirements
- At least 3 years of experience providing administrative support.
- High proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
- High level of professionalism and business etiquette.
- Ability to create high-quality work products and deliverables with minimal supervision.
- Strong interpersonal judgment and a team-first collaborative approach, including the ability to read situational dynamics and adjust appropriately.
- Experience with Concur, Canva, Microsoft Business Central, and WordPress.
- Basic understanding of IT and help desk items.
- Ability to thrive in a fast-paced, collaborative work environment.
- Ability to protect and safeguard confidential and proprietary information.
- Social media experience, including planning and managing content in a corporate setting.
- Must be legally authorized to work in the United States without current or future visa sponsorship.
- Must be able to frequently lift or move items up to 20 pounds.
Nice To Haves
- Experience with or exposure to Concur, Microsoft Business Central, Microsoft Dynamics, or Power BI.
Responsibilities
- Provide courteous, professional, and cooperative support to staff and visitors.
- Manage multiple workflows, prioritize urgent items, and adapt to changing deadlines and business priorities.
- Prepare documents, letters, and presentations.
- Provide multi-line telephone coverage.
- Order office supplies and organize common areas.
- Restock food and beverage items.
- Research information from internal and external sources.
- Occasionally assist with travel planning and meetings.
- Establish and maintain relationships and contracts with travel vendors.
- Help gather staff expense report documentation.
- Support occasional events or meetings outside normal business hours.
- Support staff with timekeeping processes and records.
- Perform accounting data entry.
- Support special projects across business departments.
- Collect and distribute mail.
- Maintain office equipment.
- Provide occasional marketing support, including website management and design updates, social media posts, and distribution of internal weekly publications.
- Provide administrative and coordination support for technical projects across departments.
- Assist with project activities related to AI platforms, automation tools, and operational technology initiatives.
- Coordinate, document, test, and organize data for Microsoft CRM customization efforts.
- Assist with Power Automate workflow updates, process tracking, and implementation support.
- Support testing, deployment coordination, and tracking of system updates and enhancements.
Benefits
- Employer-paid medical, dental, and vision insurance coverage for employees.
- Employer-paid life insurance.
- Paid time off and company-observed holidays.
- 401(k) retirement plan with company matching contributions.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
