Executive Administrative Assistant

Executive Administrative Assistant

This is your opportunity to join a multinational investment bank and financial services holding company whose investment banking and auxiliary sectors are headquartered in Manhattan, NY!

Location: Jacksonville, FL 32256

Schedule: Hybrid (minimum of 4 days per week), Monday through Friday | Standard business hours

Pay Rate: $24.87/hour (paid weekly)

Start Date: ASAP, pending onboarding completion

Duration: 5-month contract with potential for extension or conversion to full-time employment

Overview

We are seeking a highly organized and professional Executive Administrative Assistant to provide confidential and comprehensive administrative support to multiple executives. This role is responsible for managing complex calendars, coordinating travel arrangements, processing expenses, preparing correspondence and meeting documentation, and serving as a key point of communication between executives and stakeholders. The ideal candidate thrives in a fast-paced environment, effectively manages competing priorities, and demonstrates exceptional communication, organizational, and problem-solving skills.

Responsibilities

• Provide confidential administrative support to multiple executives and management teams.
• Communicate with executives and line management to gather, coordinate, and convey relevant information.
• Manage complex executive calendars, proactively identifying and resolving scheduling conflicts.
• Answer executive phone lines, accurately document messages, and exercise sound judgment when handling calls.
• Coordinate and manage travel arrangements, including itineraries, accommodations, and logistics.
• Process expense reports and ensure timely and accurate submission.
• Organize meetings, appointments, off-site events, and in-person gatherings.
• Prepare meeting agendas, minutes, and supporting documentation.
• Draft and prepare correspondence, reports, presentations, and other business documents.
• Conduct research, respond to inquiries, and assist with resolving issues raised by internal and external stakeholders.
• Support multiple projects and priorities while maintaining a responsive, professional, and customer-focused approach.
• Manage incoming communications and correspondence, ensuring timely follow-up and resolution.

Required Skills & Qualifications

• Experience providing administrative or executive support in a professional business environment.
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to collaborate effectively with executives, management, and cross-functional teams.
• Strong planning, prioritization, and problem-solving abilities.
• Adaptable and capable of managing changing priorities and competing demands.
• High level of professionalism, discretion, and ability to handle confidential information.
• Proficiency in Microsoft Outlook, Webex, and Microsoft PowerPoint.
• Experience managing executive calendars, travel arrangements, expense reporting, meeting coordination, and administrative support activities.