Administrative Assistant II / Executive Assistant

Spectraforce Technologies; Jacksonville (FL); On-site; USD 27,552 - 41,328; Full time

Job summary

Spectraforce Technologies in Jacksonville, FL is seeking an Administrative Assistant II / Executive Assistant to support the President and Vice‑President – Sales and Supply Chain. You will liaise with executives and Global Support Center teams, maintaining calendars and coordinating high‑level communications.

Responsibilities include calendar management, arranging travel, preparing meeting minutes, creating weekly reports on inventory and sales, supporting events, and assisting with special

Qualifications

• Bachelor's or Associate degree required.
• 4 years of executive administrative and/or office experience.
• Previous executive‑level support experience.
• Excellent written and verbal English communications.

Responsibilities

• Provide high‑level calendar management and take meeting minutes.
• Develop itineraries and arrange travel for senior leaders and guests.
• Generate weekly updates and reports on financials, milestones, and actions.
• Plan and support meetings and events for Sales and related teams.
• Produce daily/weekly sales and inventory reports for stakeholders.
• Support customer programs and onboarding initiatives.

Skills

Typing

Microsoft Office

Excel

Communication

Time management

Problem solving

Multitasking

Self-motivated

Education

Bachelor's degree

Associate degree

Tools

Concur

Fieldglass

Job description

Job Title: Administrative Assistant II / Executive Assistant

Location: Jacksonville, FL, USA 32209

Duration: 6 Months

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

Overview

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 booking accommodations for President, Vice‑President, Senior International Leadership members, and other company guests.
• 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, including social events 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. Support the execution of customer‑facing programs such as customer appreciation month and new customer onboarding.
• Possible additional duties as assigned.

Education

• Bachelor's degree or Associate degree

Experience Required

• 4 years’ executive administrative and/or office experience.
• Previous executive‑level support and 3‑5 years of experience in similar roles.

Technical Skills & Abilities

• Proficient typing skills and Microsoft Office (Excel, Word, Outlook). Advanced Excel skills highly preferred.
• Experience with Concur and managing expense reports highly preferred.
• Ability to work with minimal supervision and be self‑motivated.
• Strong ability to prioritize and manage multiple projects under a high‑stress environment.
• Adaptability to continually changing priorities.
• Strong planning, organizing, follow‑up, and close attention to detail.
• Excellent communication, both written and verbal.
• Fast learner, problem solver.

Language Requirements

• English required.
• Bilingual in Spanish preferred.

Travel Requirements

5% travel. Meals would be expensed back through Fieldglass, and the IFG would book hotel/airfare.

Professional Skills

• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to write correspondence.
• Effectively present information in one‑on‑one and small group settings to customers, clients and other employees of the organization.
• Strong analytical and attention‑to‑detail and follow‑up skills.
• Proficient in Microsoft products (Word, Excel, PowerPoint, Outlook, Access, Project).
• Excellent word‑processing skills (50‑60 wpm) and business writing ability, along with accurate proofreading skills.
• Capable of working on multiple projects concurrently with little direct supervision.
• Excellent communication with all levels of leadership.
• Strong sense of urgency and work ethic.