Executive Administrative Assistant II

Florida; Jacksonville (FL); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

Health Insurance

Life Insurance

Dental, Vision and Supplemental

Job summary

The Florida Department of Military Affairs, located in Jacksonville, FL, seeks an Administrative Assistant II to support executives by managing complex schedules, arranging travel, and preparing invoices, memos, and reports.

This Career Service, full-time role requires a high school diploma and at least three years of administrative experience, with strong organization and communication skills to coordinate office services and assist with meetings.

Qualifications

• High School Diploma or equivalent; AND
• Three (3) years of professional, administrative full-time-equivalent experience.

Responsibilities

• Manage and maintain executives' schedules.
• Make travel arrangements for executives.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Prepare responses to correspondence containing routine inquiries.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare agendas and plan such as coordinating for committee, board, and other meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Provide clerical support to other departments.
• Attend meetings to record minutes.
• Interpret administrative and operating policies and procedures for employees.
• Set up and oversee administrative policies and procedures for offices or organizations.
• Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
• Compile, transcribe, and distribute minutes of meetings.
• Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Skills

Scheduling

Travel arrangements

Invoicing

Administrative support

Documentation

Education

High School Diploma

Tools

Word processing

Spreadsheet

Database

Presentation software

Job description

The Florida Department of Military Affairs, located in Jacksonville, FL, seeks an Administrative Assistant II to support executives by managing complex schedules, arranging travel, and preparing invoices, memos, and reports.

This Career Service, full-time role requires a high school diploma and at least three years of administrative experience, with strong organization and communication skills to coordinate office services and assist with meetings.