Executive Assistant

LSI•Jacksonville, FL

About The Position

The Executive Assistant performs administrative duties for the company’s senior executives. The role schedules appointments and coordinates meeting, conference, and travel arrangements; organizes and expedites work through the executive offices; prepares routine and special reports by gathering and summarizing data; maintains confidential files and records; and composes correspondence. The Executive Assistant also maintains a company library of forms, procedures, and instructions and posts company news, events, and announcements to the LSI home page. The position requires a thorough understanding of executives’ roles and work methods, company procedures, and personnel throughout the organization. The role supports corporate documentation and correspondence, meeting preparation and follow-up, office supplies, communications, shipping, and conference-room setup. It requires mature and discreet handling of sensitive materials, safe handling of government-furnished equipment and materials, a standard weekly schedule with overtime as required, and occasional work outside normal hours to accommodate international customers and equipment availability.

Requirements

High school diploma or equivalent.
Five years of progressive related experience.
Extensive experience using computer office software, including Microsoft Word and Microsoft Excel, and maintaining electronic files.
Capability with Microsoft Office Suite, including word processing, graphics, spreadsheets, and databases, as well as scanners, printers, copiers, email, fax machines, and other required audiovisual equipment.
Excellent organizational skills.
Ability to interact professionally with senior management and customer representatives and work effectively with diverse personalities; must be tactful, mature, and flexible.
Good oral and written communication skills.
Ability to obtain a security clearance when required by the contract.
Ability to perform a nominal 40-hour workweek and occasional work outside normal working hours due to international customer schedules and office equipment availability.
Availability to work a standard weekly schedule with overtime as required.
Ability to safely handle government-furnished equipment and materials.

Responsibilities

Prepare documents and correspondence in a variety of formats, including company letters and corporate data forms.
Capture key meeting discussions, decisions, and action items, then distribute clear summaries to stakeholders for follow-up and accountability.
Maintain filing and archive systems for corporate documentation and correspondence.
Handle business-sensitive materials safely and with discretion.
Coordinate reproduction and assembly of corporate documents, including collating, page checking, and bookbinding.
Coordinate shipping of corporate documentation, including packaging, addressing, and recording and verifying incoming and outgoing material.
Coordinate conference-room scheduling and arrange equipment setup as required.
Maintain adequate office supplies for executive officers.
Process interoffice, domestic, and international correspondence, mail, faxes, and electronic communications.
Schedule appointments and assist with planning schedules.
Coordinate and make travel arrangements for executive officers.
Ensure refreshments are available for business meeting attendees when required.
Maintain a company library of forms, procedures, and instructions.
Design and post company news, events, and announcements to the LSI home page.
Perform other duties as assigned.