Administrative Assistant

Decca Consulting; Jacksonville (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Decca Consulting in Jacksonville, FL seeks an Administrative Assistant II to provide high-level calendar management, minute-taking, and executive support to the President and Vice-President - Sales and Supply Chain.

The role includes coordinating travel, arranging itineraries for senior leaders, and delivering weekly reports. Strong English skills are required, with Spanish bilingualism preferred; occasional travel may be required.

Qualifications

• Bachelor’s degree or Associate degree.
• 4 years’ executive administrative and/or office experience.
• Advanced Excel skills highly preferred.
• Proficient with Microsoft Office programs (Excel, Word, and Outlook) and Concur experience.

Responsibilities

• Provide high-level calendar management and record meeting minutes.
• Develop itineraries and agendas including scheduling flights, ground transportation, and accommodations for executives and guests.
• Generate special projects and updates for leadership, including financial numbers and milestones.
• Arrange and support meetings and events for Sales and all associates.
• Support sales events and customer visits including tradeshows and internal travel/entertainment management.
• Produce and distribute daily and weekly reports (inventory, sales numbers, margins) to Sales and sister companies.
• Participate in sales meetings with action plans and follow-ups to ensure tasks are completed.

Skills

Advanced Excel

Microsoft Office proficiency

Strong communication skills

Bilingual in Spanish (preferred)

Education

Bachelor’s degree or Associate degree

Tools

Concur

Job description

Description:

Administrative Assistant II

Interviews: Either in Person or Teams

Schedule: Monday - Friday 8 AM to 5 PM ( 1 hour unpaid lunch)

Assist and provide comprehensive support to President and Vice-President - Sales and Supply Chain, serving as liaison to departmental executives and other Global Support Center departments

Primary Responsibilities:

• Provide high-level calendar management and record meeting minutes. Prioritize inquiries and requests while troubleshooting conflicts; make judgment and recommendations to ensure smooth day-to-day engagements.


• Develop itineraries and agendas including scheduling flights, arranging ground transportation, and book accommodations for President, Vice-Pres. Sales and Supply Chain, members of Senior International Leadership and other company guest


• Generate special projects assigned by President such as compiling weekly IFG updates to include financial numbers, milestones, challenges and actions to be shared with the President of Latin America, Caribbean Export


• Arrange and support important meetings and events social event for Sales department/All Associates.


• Support all sales events and customer visits including tradeshows and internal event travel and entertainment management


• Produce and distribute daily and weekly reports such as weekly active inventory, daily sales numbers, and weekly margins to the Sales team, Sister Companies, and all associates


• Participate and report on sales meetings with action plans and follow-up to ensure actions are completed. Sales team program support: Supports the execution of customer-facing programs such as customer appreciation month and new customer onboarding.

Education Required: (Preferred)

• Bachelor’s degree or Associate degree

Experience Required:

• 4 years’ executive administrative and/or office experience

Experience Preferred:

• Previous executive-level support

Technical Skills & Abilities:

• Must be able to type proficiently and be proficient with Microsoft Office programs (Excel, Word, and Outlook)


• Advanced Excel skills highly preferred


• Previous experience with Concur and managing expense reports highly preferred


• Must be able to work with minimal supervision and be self-motivated


• Strong ability to prioritize and work on multiple projects under a high-stress environment


• Ability to adapt to continually changing priorities


• Strong planning and organizing skills, follow-up, and close attention to detail.


• Strong communication skills


• Fast learner


• Problem solver

Language Requirements:

• English required


• Bilingual in Spanish preferred

Travel Requirements:

Maybe once a year if that.

• 5% travel (if they need to travel, meals would be expensed back through Fieldglass, and the IFG would be booking hotel/airfare)