Senior Administrative Assistant

IQ Fiber•Jacksonville, FL

1d•Onsite

About The Position

IQ Fiber is seeking a highly organized, proactive, and professional Senior Administrative Assistant to support the Chief Executive Officer (CEO) and the broader Senior Leadership Team, including the COO, CFO, CMO, and CTO. This role serves as the operational backbone of the executive office — ensuring calendars, travel, meetings, communications, and administrative priorities run smoothly and efficiently. The ideal candidate is a trusted partner to senior leaders, capable of managing multiple priorities with discretion, attention to detail, and a strong sense of ownership. This role requires a professional who thrives in a fast-paced, high-growth environment and can anticipate needs before they arise. This position reports directly to the Chief Operating Officer and partners closely with the full Senior Leadership Team. It is a full-time, on-site role based in Jacksonville, Florida. Remote or hybrid arrangements are not available.

Requirements

5+ years of administrative or executive support experience, preferably supporting C-suite leaders.
Proven experience managing multiple executives’ calendars and competing priorities.
Advanced proficiency in Microsoft Office Suite, including Outlook, Teams, Word, Excel, and PowerPoint.
Comfortable operating across both Windows and Apple operating systems.
Exceptional organizational, communication, and time-management skills.
High level of professionalism, discretion, and confidentiality when handling sensitive information.
Ability to thrive in a fast-paced, rapidly scaling organization.

Nice To Haves

Experience supporting executive teams within technology, telecommunications, infrastructure, or high-growth companies.
Demonstrated experience coordinating leadership meetings, offsites, or corporate events.
Familiarity with corporate expense-management systems and travel platforms.
Experience working directly with senior leaders or in board-level environments.

Responsibilities

Manage calendars and scheduling for the CEO and Senior Leadership Team.
Coordinate internal and external meetings, including preparation of materials, agendas, and follow-up items.
Act as a central coordination point between senior leaders, internal teams, partners, and stakeholders.
Ensure leaders are prepared for meetings through briefing documents, logistics coordination, and scheduling alignment.
Manage travel arrangements for the SLT, including flights, hotels, ground transportation, and itineraries.
Coordinate multi-city travel schedules and ensure efficient routing and timing.
Prepare detailed travel packets and contingency plans.
Oversee executive office operations, including supply ordering and vendor coordination.
Manage building access coordination and related administrative processes.
Maintain organizational systems for executive documentation, correspondence, and records.
Prepare and submit expense reports for the SLT in accordance with company policies.
Support administrative compliance with internal policies and procedures.
Assist with policy communication and administrative follow-through across departments.
Coordinate leadership meetings, including SLT staff meetings and operational reviews.
Plan and execute internal leadership events and team gatherings.
Lead logistical coordination for the Annual Leadership Summit, including venue, scheduling, travel, and catering.
Assist with employee engagement activities, internal meetings, and company events.
Coordinate catering and logistics for leadership meetings and company functions.
Provide administrative support for internal company initiatives and programs.