Administrative Assistant

Job Title: Administrative Assistant II / Executive Assistant

Location: Jacksonville, FL, USA 32209
Duration: 6 Months
Schedule: Monday - Friday 8 AM to 5 PM ( 1 hour unpaid lunch)

Interviews: Either in Person or Teams

Summery:
Assist and provide comprehensive support to President and Vice-President - Sales and Supply Chain, serving as liaison to departmental executives and other Global Support Center departments



Primary Responsibilities:

• Provide high-level calendar management and record meeting minutes. Prioritize inquiries and requests while troubleshooting conflicts; make judgment and recommendations to ensure smooth day-to-day engagements.
• Develop itineraries and agendas including scheduling flights, arranging ground transportation, and book accommodations for President, Vice-Pres. Sales and Supply Chain, members of Senior International Leadership and other company guest
• Generate special projects assigned by President such as compiling weekly IFG updates to include financial numbers, milestones, challenges and actions to be shared with the President of Latin America, Caribbean Export
• Arrange and support important meetings and events social event for Sales department/All Associates.
• Support all sales events and customer visits including tradeshows and internal event travel and entertainment management
• Produce and distribute daily and weekly reports such as weekly active inventory, daily sales numbers, and weekly margins to the Sales team, Sister Companies, and all associates
• Participate and report on sales meetings with action plans and follow-up to ensure actions are completed. Sales team program support: Supports the execution of customer-facing programs such as customer appreciation month and new customer onboarding.

Education Required:
Bachelor's degree or Associate degree



Experience Required:

• 4 years' executive administrative and/or office experience
• Experience Preferred:
• Previous executive-level support
• 3-5 Years of Experience

Technical Skills & Abilities:

• Must be able to type proficiently and be proficient with Microsoft Office programs (Excel, Word, and Outlook)
• Advanced Excel skills highly preferred
• Previous experience with Concur and managing expense reports highly preferred
• Must be able to work with minimal supervision and be self-motivated
• Strong ability to prioritize and work on multiple projects under a high-stress environment
• Ability to adapt to continually changing priorities
• Strong planning and organizing skills, follow-up, and close attention to detail.
• Strong communication skills
• Fast learner
• Problem solver

Language Requirements:
English required
Bilingual in Spanish preferred



Travel Requirements:
5% travel (if they need to travel, meals would be expensed back through Fieldglass, and the IFG would be booking hotel/airfare)



Responsibilities:

• Provides a variety of administrative and staff support services to an organizational unit.
• Performs a variety of administrative and clerical duties, which may include word processing, organizing electronic and paper files, scheduling meetings, maintaining calendars, processing incoming mail, answering phones, maintaining reports and other pertinent data.
• May assist in budget preparation and control activities.
• May assist in preparation and control of records, statistics, and reports regarding operations, personnel changes, etc.
• May administers various programs, projects, and/or processes specific to the operating unit served.
• May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities, and operations.
• May train and assist other employees.
• Other duties as assigned.

Professional Skills .

• Ability to read and comprehend instructions, correspondence, and memos.
• Able to write correspondence.
• Effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
• Must have strong communication skills, both verbal and written.
• Can add, subtract, multiply and divide into all units of measure, using whole numbers, common fractions and decimals.
• Compute rate, ratio, and percent and to draw and interpret bar graphs.
• Apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Deal with problems involving several discrete variables in standardized situations.Proficient in Microsoft products (Word, Excel, PowerPoint, Outlook, Access, and Project).
• Knowledge with tables, formatting, formulas, clipart/ graphics, presentations, macros, database development, project tracking, etc.
• Excellent word-processing skills (50 - 60 wpm) and business writing ability, plus accurate and precise proofreading skills.
• Strong organization, analytical, attention to detail and follow up skills.
• Must be able to work on multiple projects concurrently and capable of working with little direct supervision.
• Will communicate with all levels (Presidents, Senior Vice Presidents, Vice Presidents and Directors of all Client operating companies and staff levels).Profit plan preparation as required.
• Strong sense of urgency and work ethic.

Position is offered by a no fee agency.