Administrative Assistant

Job Description

Job Description

Reporting Relationship : The Administrative Assistant will report to the National Operations Director. 

 

Region : The Administrative Assistant will be based in Jacksonville, FL, directly serving two executives, one local and one remote, and impacting all Her Song locations (Jacksonville, Chattanooga, Columbus, Albany, Miami).

 

Job Brief:  The Administrative Assistant will be highly organized, adaptable, and discreet in supporting our leadership team, including two distinct executives with different operational oversights. This role requires a professional who can seamlessly shift priorities, communication tone, and workflow management based on the needs of each executive while maintaining exceptional attention to detail and confidentiality. The ideal candidate is proactive, resourceful, highly polished in communication, and thrives in a fast-paced environment where professionalism, follow-through, and sound judgment are essential. 

 

Responsibilities:

• Provide high-level administrative support to multiple executives with differing leadership styles and priorities.
• Manage complex calendars, scheduling, travel arrangements, and meeting coordination.
• Draft, edit, and manage professional communications on behalf of executives, adapting tone and voice appropriately.
• Serve as a trusted liaison between leadership, staff, external partners, and stakeholders.
• Track action items, deadlines, and follow-up tasks to ensure timely completion and accountability.
• Prepare meeting agendas, presentations, reports, and executive materials with a high level of accuracy and professionalism.
• Handle sensitive and confidential information with discretion and integrity.
• Anticipate executive needs and proactively solve problems before they arise.
• Coordinate special projects, events, and cross-functional initiatives as assigned.
• Maintain organized systems for records, communications, and documentation.
• Support operational efficiency by identifying and implementing administrative improvements where appropriate.
• Support the executives in the timely submission and organization of expense reports and budgets.
• Some travel required.

 

Qualifications:

• Proven experience supporting senior executives.
• Exceptional organizational skills with strong attention to detail. 
• Outstanding written and verbal communication skills. 
• Ability to adapt communication style and approach depending on the executive, audience, and situation. 
• Demonstrated ability to manage multiple priorities in a fast-paced environment. 
• Strong follow-up and project coordination skills with a high degree of accountability. 
• Professionalism, emotional intelligence, and sound judgment. 
• Ability to maintain strict confidentiality and handle sensitive information appropriately. 
• Proficiency with Microsoft Office.
• Self-starter with the ability to work independently and collaboratively. 
• Ability to travel up to 20% of the time.
• Ability to maintain a positive, cooperative, and professional attitude at all times and in interactions with volunteers, staff, and residents as well as maintain confidentiality and discretion.

 

Preferred Characteristics

• Calm under pressure and highly dependable. 
• Flexible and adaptable to changing priorities.
• Strong interpersonal skills and executive presence. 
• Anticipates needs rather than waiting for direction. 
• Able to balance competing personalities, priorities, and timelines with professionalism and tact.

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