Administrative Assistant

Job Description

Job Description

Description:

Job Summary:

The Administrative Assistant is a highly visible and dynamic role that supports daily office operations while creating a welcoming and professional environment for staff and visitors. This position provides essential administrative support through office coordination, document preparation, telephone coverage, data entry, and organization of day-to-day business operations.

The ideal candidate is highly organized, adaptable, and detail-oriented, with the ability to manage multiple priorities in a fast-paced environment. Success in this role requires strong communication skills, professionalism, discretion, and the ability to collaborate across departments while supporting system enhancements, workflow automation, CRM initiatives, and operational efficiency projects.

*Local Candidates Only*

Administrative Assistant Responsibilities (including, but not limited to) :

Clerical and Operations Support:

· Display superior interpersonal skills including courtesy, professionalism, and a cooperative attitude

· Manage multiple workflows simultaneously while effectively prioritizing urgent and high-priority items
· Adapt quickly to shifting deadlines, changing business needs, and evolving operational priorities

· Prepare documents, letters, and presentations

· Provide multi-line telephone coverage

· Order office supplies and maintain organization of common areas

· Restock food and beverage items

· Research information from internal and external sources

· Occasionally provide support with travel planning, and meetings

· Establish and maintain relationships and contracts with travel vendors

· Assist with gathering staff expense report documentation

· Support occasional events or meetings outside normal business hours.

· Support all staff in timekeeping processes and records

· Accounting data entry

· Support all business departments in special projects

· Mail collection and distribution

· Maintain office equipment

Occasional Marketing Support:

· Website management and design updates

· Social Media Posts

· Distribution of internal weekly publications

• Provide administrative and coordination support for special technical projects across multiple departments
• Assist with project activities related to AI platforms, automation tools, and operational technology initiatives
• Support Microsoft CRM customization efforts through coordination, documentation, testing, and data organization
• Assist with Power Automate workflow updates, process tracking, and implementation support
• Support testing, deployment coordination, and tracking of system updates and enhancements

Administrative Assistant Required Skills/Experience:

· 3+ years of experience providing administrative support

· Demonstrate high proficiency in MS Office (Word, Excel, Outlook, PowerPoint, etc.)

· Experience with or exposure to Concur, Microsoft Business Central, Microsoft Dynamics, or PowerBI is a plus

· Demonstrate high level of professionalism and business etiquette

· Ability to create high quality work products and deliverables with minimal supervision

· Strong interpersonal judgment - team-first collaborator who reads situational dynamics, adjusts approach appropriately, and supports collective success

· Experience in Concur, Canva, MS Business Central, Wordpress

· Basic understanding of IT and help desk items

· Thrives in fast pace collaborative work environment

· Requirement to protect & safeguard confidential and proprietary information

· Social media experience including planning and managing content in a corporate setting

Physical Requirements:

· Prolonged periods of sitting at a desk and working on a computer

· Must be able to frequently lift or move items up to 20 pounds

Travel: As required; potential for overnights is < 10%

Type of Position: Full time, on-site (St. Augustine, FL)

Employer-Paid Benefits Package: At Vitis Energy, we believe in taking care of our team just as we care for our projects — with long-term vision and strong support. Our comprehensive, employer-paid benefits package is designed to support your health, well-being, and future. Full-time employees enjoy:

• 100% Employer-Paid Health Insurance Coverage for medical, dental, and vision insurance for employees.
• Life Insurance Employer-paid life insurance policies for peace of mind.
• Paid Time Off (PTO) & Holidays Paid time off, plus company-observed holidays to rest, recharge, and spend time with loved ones.
• 401(k) Retirement Plan with Company Contribution Employer-sponsored retirement plan with matching contributions to help you plan for the future.

Recruiting Agencies: We value your interest in our organization. However, we must insist that you avoid direct contact with our employees. Our company has stringent policies concerning engagements with recruitment firms, and non-compliance with these guidelines could lead to legal consequences. Thank you for respecting our procedures and ensuring a professional relationship.