Administrative Associate

The Haskell Company; Jacksonville (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

The Haskell Company in Jacksonville, FL is seeking a detail-oriented administrative assistant to provide clerical, secretarial and receptionist support. You will back up the switchboard, manage visitor access and coordinate conference services for the team.

This entry-level role requires a high school diploma or equivalent and 0-1 year of office experience. Proficiency in Microsoft Office, strong communication skills and the ability to handle confidential information are essential.

Qualifications

• High school diploma or equivalent with 0–1 year of clerical experience.
• Excellent written and verbal communication.
• Strong organizational and time-management abilities.
• Ability to handle confidential information discreetly.

Responsibilities

• Assist with conference services, bookings and event setup.
• Greet visitors, manage front desk duties and switchboard.
• Manage mailroom tasks including deliveries and postage.
• Provide backup support to the department as needed.
• Maintain calendars and coordinate with other departments.

Skills

Communication skills

Organization

Attention to detail

Confidentiality awareness

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

At Haskell, you’re not just joining a company—you’re joining a nationally recognized Top Workplace where diverse perspectives and inclusive thinking drive stronger outcomes. Whether you’re starting out, growing your expertise, or leading the way, you’ll find a culture grounded in trust, driven by excellence, and built to support your goals. Here, you’ll have the opportunity, flexibility, and sense of belonging to grow your career your way—while making a real impact.

Scope of Position

The purpose of this role is to provide a wide variety of advanced clerical, secretarial and receptionist support (including backup coverage for switchboard) for the section, and its team members and the company as a whole.

Job Responsibilities

1. Conference Services
   • Receives and reviews conference room reservation requests; schedules meetings, in services, conferences, confirms conference room schedule and services with clients.
   • Assures proper furniture arrangement; contacts other departments and service providers to obtain audio, video, sound, and lighting equipment, food and beverage services, and ensures equipment and services are provided as requested and resolves any related problems.
   • Setup, cleanup and stock conference rooms for meetings.
   • Maintain an accurate inventory for soft drinks, coffee, water, paper, plastic and other products needed for conference services.
   • Codes and verifies incoming invoices for payment. Issue timely invoices for services and supplies as needed.
   • Maintains a current calendar for upcoming meetings/conferences.
   • Employee activities include but are not limited to assisting with corporate events.
2. Front Reception Desk
   • Serve visitors by greeting, welcoming, directing and announcing them appropriately in a professional and friendly manner.
   • Monitor visitor access and maintain security awareness.
   • Operate a multiple line switchboard. Answer, screen and transfer any incoming phone calls to the appropriate person while providing basic information when needed. Operate paging system, when applicable.
   • Maintain conference room calendars for scheduled meetings with accuracy and follow up for usage of the room prior to the meeting.
   • Maintains a neat, clean and professional reception desk and area.
3. Mailroom
   • Provides internal and external mail services for assigned location. Includes making pickups and deliveries of internal and external mail, sorting, weighing and postage. Maintain postage and mailing supplies.
   • Runs miscellaneous errands per supervisor’s request.
   • Delivers copy paper to designated areas two times a week or as requested.
   • Maintain record retention files and documentation.
4. Provide assistance and backup support to other personnel as assigned in the department as assigned by supervisor.

Education/Experience

High school degree or equivalent with 0-1 year of office, secretarial, or clerical experience.

Specific Knowledge, Skills, License, Certifications Etc.

• Proficiency in Microsoft office.
• Ability to hear and see (either naturally or with correction).
• Good organizational skills.
• Ability to work overtime as required and approved.
• Ability to sit for long periods of time.
• Effective written and verbal communication skills as well as the ability to carry out detailed written or verbal instructions independently.
• Ability to perform a variety of basic clerical duties, which may change often and be share with others.
• Be detail oriented and recognize errors in numbers and spelling in written materials.
• Ability to keep confidential information.
• Ability to perform advanced mathematical calculations.
• Ability to accomplish the described duties through the use of appropriate computer and general office equipment.

Environmental Factors and/or Physical Requirements

While performing the duties of this job, this position is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read application/form information. The associate frequently is required to sit, reach with hands and arms, talk and hear.

Haskell will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008. The job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.

Haskell is an Equal Opportunity Employer (Females/Minorities/Protected Veterans/Individuals with Disabilities) and Drug-Free Workplace.