Executive Assistant to Vice President

Description

Objective: To provide high-level administrative support and coordination for the Vice President, ensuring seamless day-to-day operations and efficient execution of key responsibilities.

• Document Management: Create and maintain organized files of correspondence, reports, and other key documents.
• Front Desk Relief: Provide front desk support as needed.
• Time Management: Manage multiple tasks with a sense of urgency while maintaining high standards.
• Project Management: Execute special projects with regular progress updates, ensuring deadlines are met without prompting.
• Collaboration: Liaise with team members and other departments to ensure timely completion of tasks and projects.
• Expense Management: Process credit card statements by reconciling charges, disputing questionable transactions, and maintaining organized records of receipts.
• Leadership Meetings: Prepare agendas and materials for monthly Leadership Team Meetings.
• Event Planning: Organize key events such as QLM meetings, CWFS’s annual Kick-Off Party, and team-building activities, including logistics and on-site support.
• Event Support: Assist in checking premium areas during stadium events with attendance exceeding 10,000 and support arena events as needed.
• Travel Coordination: Arrange comprehensive travel plans for the Vice President and accompanying personnel, covering flights, accommodations, and ground transportation.
• Reception Duties: Serve as the point of contact for the Vice President, including greeting visitors and managing calls as needed.
• Scorecard Facilitation: Collect and consolidate data for the monthly Scorecard Presentation, ensuring timely delivery and accuracy.
• Meeting Preparation: Organize materials, presentations, and technology required for the Vice President’s meetings and presentations.
• Proactive Follow-Through: Track and complete tasks independently, ensuring progress is communicated regularly.
• Cross-Department Liaison: Act as a representative for the executive team, fostering relationships and communication across all departments.
• Communication and Reporting: Draft, edit, and format correspondence, spreadsheets, and reports with a focus on professionalism and attention to detail.
• Office Operations Management: Oversee and support all administrative duties in the office to ensure smooth and efficient operations.
• Confidentiality: Safeguard all sensitive information encountered while performing duties.
• Accounting Assistance: Prepare reports and support accounting tasks for the Vice President.
• Office Support: Perform a variety of ad hoc office manager duties to maintain a well-functioning workspace.

Requirements

• Jacksonville, FL 32257: Relocate before starting work (Preferred)
• Professionalism: Exhibit a friendly and positive demeanor with clients, colleagues, and stakeholders.
• Leadership and Stability: Handle complex projects calmly and competently, fostering collaboration.
• Jacksonville, FL 32257 (Required)
• Technical Aptitude: Be proficient with office technology and software, serving as a resource for team members.
• Bachelor’s degree or equivalent work experience.
• Familiarity with CRM databases (preferred).
• Ability to handle sensitive information with discretion.
• Prioritization: Demonstrate an ability to balance competing priorities effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher).
• Accuracy and Organization: Deliver error-free work and maintain an organized workspace.
• Strong communication and organizational skills.
• Minimum of 5 years in an administrative or executive assistant role.

Benefits

• Paid time off
• Dental insurance
• 401(k) matching
• Health insurance

Training + Development

Interview process

Visa Sponsorship

Security clearance