Executive Leadership Assistant - Jacksonville FL

Position: Executive Leadership Assistant I - Jacksonville FL
Job Description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps.

Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

Job Description
Overview

In this role, you will perform a broad range of administrative duties in support of departmental operations or executive leadership. Responsibilities may include managing calendars and scheduling, coordinating meetings and travel, preparing and editing documents and reports, maintaining records and files, processing expense reports, and facilitating internal and external communications. This role ensures timely completion of administrative processes, supports efficient workflow, and maintains accurate and organized information.

The level of responsibility and complexity of assignments vary based on experience, demonstrated proficiency, and organizational needs.

Your responsibilities will include:

Prioritizes daily tasks and manages workflow to ensure deadlines are met; provides consistent coordination and follow-through on assignments
Prepares, edits, and formats documents, reports, and spreadsheets using current business software and collaboration tools
Serves as a point of contact for internal and external stakeholders; responds to routine inquiries and routes requests appropriately
Schedules meetings, manages calendars, and coordinates logistics as directed by the supervisor
Supports team meetings and events by coordinating schedules, preparing agendas and materials, and arranging necessary resources
Maintains digital and physical files, office supplies, and department equipment
Develops presentations and visual materials using current presentation software and collaboration platforms
Drafts and responds to correspondence independently; tracks and follows up on delegated tasks and action items
Conducts research, compiles data, and prepares summary reports to support decision-making
Handles sensitive and confidential information with discretion and professionalism
Prepares and processes expense reports
Coordinates travel arrangements, including itineraries and related documentation
Manages meeting logistics, including conference room scheduling, virtual meeting setup, and technology support
Assists with timekeeping and administrative reporting processes
Provides administrative and operational support to a member of the Executive Leadership team

Additional Qualifications/Responsibilities

Education & Years of

Experience:

A high school diploma is required; some college or applicable business certification is preferred
A minimum of 3 years of experience

To thrive in this role, you'll need:

Good organizational skills; attention to detail
Keep confidential information
Good in Microsoft Office (Excel, Word, PowerPoint)
Communicate effectively verbally and in print
Provide, as well as carry out, detailed verbal and written instructions independently
Collaborate with others to accomplish organizational goals; identify and resolve problems
Use logical or rational thinking to solve problems; make decisions based on personal judgment
Ability to understand and execute the company vision and values of Team, Excellence, Service, and Trust