Executive Assistant - Remote | Wfh

In this role, you will be primarily responsible for providing high-level administrative support to our senior leadership team, including SVPs and Executives. As an Executive Assistant, you will be conducting research, preparing statistical reporting, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings and travel arrangements.
As Our Executive Assistant, You Will Be Responsible For
This position is based in Jacksonville, FL and offers a hybrid environment where you will have a blend of office days and remote working days during the week.
Performing a variety of executive support tasks that are highly confidential and sensitive in nature
Researching, compiling, assimilating, and preparing confidential and sensitive documents, and briefing the executive regarding content
Reading and screening incoming correspondence and reports; making preliminary assessments of the importance of materials and organizing documents; handling some matters personally and forwarding appropriate materials to the executive and appropriate staff
Receiving and screening incoming calls and visitors, determining which are priority matters, and alerting the executive accordingly
Managing and prioritizing multiple tasks that have been assigned
Composing letters and memos in response to inquiries
Acting as liaison between the executive, subordinates or others, by transmitting directives, instructions, and assignments and following up on the status of assignments
Coordinating travel arrangements; preparing itineraries; preparing, compiling, and maintaining travel records within proper travel policy guidelines
Producing a variety of documents, charts, and graphs with no tolerance for errors
Drafting memos, letters, notes, emails, and other business correspondence; ensuring proper format/structure
Creating and editing documents and spreadsheets to include basic to advanced level features, including but not limited to pivot tables, mail merges, track changes, tables, and charts
Preparing presentations and materials for executive and meetings
Updating executive on status of issues before scheduled meetings
Preparing agenda and collecting materials for meetings, speeches, and conferences; taking minutes and keeping records of proceedings
Planning and coordinating arrangements for professional conferences
Reviewing, proofreading, and editing documents prepared for the executive's signature
Coordinating and facilitating the executive's calendar to arrange appointments, meetings, and conferences
Compiling and maintaining records, statistical information, and reports
Participating in and/or coordinating committees or task forces
Event coordination: organizing programs, events, or conferences by arranging meeting space and caterers, issuing information or invitations, coordinating travel arrangements, and controlling event budget
Maintaining executive's filing, documents, and information as directed
Operating and coordinating maintenance for standard office needs/equipment
To succeed in this role, we are looking for an Executive Assistant with:
High level of integrity and trustworthiness due to the sensitivity and confidentiality of information and data that is handled
Dependable and consistent
Proficiency in MS Office Suite, including Excel, PowerPoint, Word, and Email/Outlook including advanced level proficiency with managing calendars across global time zones
Ability to handle multiple assigned tasks within allotted timeframes
Excellent communication skills - both verbal and written
Strong attention to detail and accuracy of work product
Professional and effective written and verbal communication skills with leaders, management, fellow employees, sales offices, and merchants
Conscientious about quality and timeliness of deliverables
Able to take initiative; Doing things to improve the department without being asked
Adaptable, flexible, and willingness to change
Team player with a proactive approach
Advanced follow-up skills
Advanced organizational skills