Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to support senior leadership in a dynamic, non-profit organization located in Jacksonville, Florida. This position requires a proactive and detail-oriented individual who can efficiently manage administrative tasks and anticipate the needs of executives. The role offers flexibility with remote work and requires someone in the Eastern to Central time zones.

Responsibilities :

• Coordinate and manage executive calendars, including scheduling meetings and marking personal appointments.
• Handle travel arrangements, including booking flights, accommodations, and preparing itineraries.
• Process expense reports and ensure timely submission using relevant software.
• Prepare presentations and documents using Microsoft PowerPoint and Excel.
• Organize operations in a coworking space, including scheduling and arranging catering needs.
• Serve as the point of contact for correspondence and conference calls.
• Maintain organizational systems to ensure smooth administrative workflows.
• Support tactical operations and assist the Chief of Staff with additional administrative needs.
• Conduct data entry and maintain records accurately.
• Facilitate communication within the organization by anticipating and addressing executive needs.
• Minimum of 1 year of experience as an Executive Assistant or in a similar administrative role.
• Proficiency in Microsoft Office Suite, including Excel and PowerPoint.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both verbal and written.
• Experience handling scheduling and calendar management for senior executives.
• Ability to work independently and proactively anticipate needs.
• Familiarity with expense management tools such as Certify or similar.
• Flexibility to work remotely within the Eastern to Central time zones.