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Exec Admin Assistant
Jacksonville, FL
Job Description
Job Title: Exec Admin Assistant
Duration: 5+ Months Assignment
Location: Jacksonville, Florida, 32246 - Hybrid - need to be within driving distance to campus as there will be occasional onsite needs.
Work Schedule: 7:00am - 4:30pm EST - Must be able to work flexible hours/schedule to meet business need
JOB SUMMARY
Essential Functions
* The essential functions listed represent the major duties of this role, additional duties may be assigned.
* Provide advanced, diversified and confidential administrative support for Vice President, Senior Directors, and staff
* Receive, screen and handle telephone calls, incoming mail/email, publications and other correspondence, much of which is confidential or sensitive in nature
* Coordinate meetings, and perform complex calendar management including sending / accepting meeting requests, addressing meeting conflicts, managing and communicating all meeting logistics and agendas to involved parties
* Compose and proofread correspondence and produce high quality materials such as presentations, newsletters, spreadsheets, and reports
* Process Personal Time Off (PTO) requests/approval for staff
* Create and process expense reports for senior leadership team
* Coordinate and book business travel arrangements for leadership team
* Attend leadership meetings and accurately record minutes, ensuring that all minutes are documented in a clear, concise, and professional manner, and distribute minutes to the appropriate stakeholders.
* Effectively plan, coordinate, and carry out team events or other projects with a focus on managing the engagement from conception to completion, coordinating meetings, scheduling, and ensuring timely and effective communication to stakeholders.
* Create and maintain computer and paper-based filing and organization systems
* Maintain knowledge of organization policies, procedures and resources
* Complete or participate on special projects as needed
* Interact effectively with individuals at all levels within and outside of the Company in a professional and confidential manner
REQUIRED QUALIFICATIONS
Required Work Experience:
* 4+ years related work experience diversified administrative experience, including one or more years of
progressively responsible experience
Required Education:
* High school diploma or GED
Additional Required Qualifications:
* Experience working with Microsoft Office products including Work, Excel, and PowerPoint
* Experience leveraging organizational skills to support management team and client needs, focusing on execution, accuracy and efficiency
* Must be able to work flexible hours/schedule to meet business need
Additional Preferred Qualifications:
* Project Management experience including a project management certification (Project Management Professional "PMP" or Certified Associate in Project Management "CAPM")
SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at nahr@spectraforce.com if you require reasonable accommodation.
Duration: 5+ Months Assignment
Location: Jacksonville, Florida, 32246 - Hybrid - need to be within driving distance to campus as there will be occasional onsite needs.
Work Schedule: 7:00am - 4:30pm EST - Must be able to work flexible hours/schedule to meet business need
JOB SUMMARY
Essential Functions
* The essential functions listed represent the major duties of this role, additional duties may be assigned.
* Provide advanced, diversified and confidential administrative support for Vice President, Senior Directors, and staff
* Receive, screen and handle telephone calls, incoming mail/email, publications and other correspondence, much of which is confidential or sensitive in nature
* Coordinate meetings, and perform complex calendar management including sending / accepting meeting requests, addressing meeting conflicts, managing and communicating all meeting logistics and agendas to involved parties
* Compose and proofread correspondence and produce high quality materials such as presentations, newsletters, spreadsheets, and reports
* Process Personal Time Off (PTO) requests/approval for staff
* Create and process expense reports for senior leadership team
* Coordinate and book business travel arrangements for leadership team
* Attend leadership meetings and accurately record minutes, ensuring that all minutes are documented in a clear, concise, and professional manner, and distribute minutes to the appropriate stakeholders.
* Effectively plan, coordinate, and carry out team events or other projects with a focus on managing the engagement from conception to completion, coordinating meetings, scheduling, and ensuring timely and effective communication to stakeholders.
* Create and maintain computer and paper-based filing and organization systems
* Maintain knowledge of organization policies, procedures and resources
* Complete or participate on special projects as needed
* Interact effectively with individuals at all levels within and outside of the Company in a professional and confidential manner
REQUIRED QUALIFICATIONS
Required Work Experience:
* 4+ years related work experience diversified administrative experience, including one or more years of
progressively responsible experience
Required Education:
* High school diploma or GED
Additional Required Qualifications:
* Experience working with Microsoft Office products including Work, Excel, and PowerPoint
* Experience leveraging organizational skills to support management team and client needs, focusing on execution, accuracy and efficiency
* Must be able to work flexible hours/schedule to meet business need
Additional Preferred Qualifications:
* Project Management experience including a project management certification (Project Management Professional "PMP" or Certified Associate in Project Management "CAPM")
SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at nahr@spectraforce.com if you require reasonable accommodation.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
4+ years
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