Executive & Project Administrator

Acosta•Jacksonville, FL

About The Position

The Executive & Project Administrator serves as a trusted operational partner to executive leadership, providing high-level administrative support while driving cross-functional coordination, strategic execution, and enterprise communication. This role blends executive administration, project coordination, and organizational enablement, ensuring the Executive Team operates efficiently, remains aligned to company strategy, and scales effectively. The role owns critical operational infrastructure, supports leadership decision-making, manages executive workflows, and contributes directly to organizational planning, culture initiatives, and company-wide communication efforts. This position is well-suited for a highly organized, discreet professional who thrives at the intersection of organization, execution, and people.

Requirements

High school diploma required; associate degree and/or formal administrative training or certification preferred (or equivalent experience).
7+ years of administrative assistant experience, including at least 5 years supporting middle management and/or executive-level leaders.
Demonstrated experience in executive administration, executive support, or project coordination within a professional business environment.
Exceptional written and verbal communication skills, with the ability to interact confidently at the executive level.
High level of discretion, judgment, and integrity; ability to manage confidential and sensitive information.
Strong organizational, prioritization, and time-management skills in a fast-paced, multi-threaded environment.
Proven ability to manage multiple initiatives simultaneously while maintaining attention to detail.
Culture-minded, people-centric orientation with strong collaboration skills.
High proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel); comfort adopting AI-enabled productivity tools.
Ability to anticipate needs, operate independently, and serve as a connective tissue across the organization.

Responsibilities

Provide comprehensive administrative support to the Company President, including complex calendar management, travel coordination, expense submissions, and executive prioritization.
Maintain and manage virtual filing systems, documentation standards, and access controls across executive and leadership materials.
Prepare, edit, and manage executive-level reports, presentations, and meeting materials; coordinate meeting documentation and follow-up (including leveraging AI tools for note-taking and action capture).
Ensure seamless communication flow between executives, internal teams, and external stakeholders.
Own and maintain the company strategy scorecard, ensuring visibility, accountability, and consistent follow-through on priorities.
Develop leadership meeting agendas, track action items, and support execution of decisions emerging from executive and strategy sessions.
Coordinate and maintain action tracking across planning templates and multiple stakeholders to meet executive leadership and parent-company governance expectations.
Support executive calendar optimization to align leadership time with strategic priorities.
Plan, coordinate, and execute company-wide Town Halls and leadership communications to ensure organizational clarity and alignment.
Support internal communication initiatives that reinforce strategy, culture, and employee engagement.
Contribute to employee experience and culture initiatives in partnership with leadership and People Operations.
Participate in Senior Leadership Team (SLT) discussions, supporting alignment and execution of enterprise initiatives.
Provide project coordination and issue escalation support across departments to ensure timely resolution of priorities.
Step into high-priority, time-sensitive projects requiring executive-level coordination and discretion.