Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Location: Lake City, Florida

Job Overview:

We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to provide comprehensive support to our Executive team. This role will involve managing day-to-day administrative tasks, coordinating schedules, handling communications, and ensuring the smooth operation of the executive’s office. The ideal candidate will be a strong communicator, tech-savvy, and capable of working in a fast-paced environment.

Key Responsibilities:

• Calendar and Schedule Management: Manage and prioritize appointments, meetings, and events for the executive team. Coordinate and schedule internal and external meetings, ensuring the executive’s time is used effectively.

• Communication Management: Serve as the main point of contact for internal and external communications, including phone calls, emails, and correspondence. Screen and prioritize communications, responding as needed on behalf of the executive.

• Travel and Logistics Coordination: Arrange all travel logistics, including flight, hotel, and transportation bookings for domestic and international trips. Prepare detailed itineraries and ensure all necessary documents are for business travel.

• Document Preparation and Management: Draft, edit, and proofread correspondence, reports, and presentations as required. Maintain an organized filing system for both digital and physical documents.

• Meeting and Event Coordination: Schedule and prepare materials for meetings, including agendas, presentations, and follow-up tasks. Take meeting notes and ensure timely distribution of meeting minutes.

• Project Support and Management: Assist with the coordination of key projects, ensuring deadlines and milestones are met. Track and report on the status of ongoing projects or initiatives.

• General Administrative Support: Handle a variety of tasks such as office supplies, expense reports, and other administrative duties. Provide support for special projects as requested by the executive team.

Required Qualifications:

• Proven experience as an Executive Administrative Assistant or similar role supporting senior-level executives.

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management software.

• Excellent communication skills, both written and verbal, with the ability to interact professionally with executives, clients, and team members.

• Strong organizational skills and attention to detail, with the ability to multitask and manage multiple priorities.

• High level of discretion and confidentiality when handling sensitive information.

• Ability to work independently and as part of a team in a fast-paced environment.

Preferred Qualifications:

• Associate or bachelor’s degree in business administration, Communications, or related field, is not required but a plus.

• Experience with event planning or project management.

• Familiarity with office management software and tools (e.g., Google Workspace, Slack, etc.).

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Experience:

• Executive administrative support: 1 year (Required)

Ability to Commute:

• Lake City, FL 32024 (Required)

Work Location: In person

Salary : $50,000 - $60,000