Office Assistant

Jobtailor; Jacksonville (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Jobtailor in Jacksonville, FL is seeking an experienced administrative assistant to support executives and multiple departments.

You will manage calendars, schedule meetings, arrange travel, prepare itineraries, and handle communications with internal and external stakeholders. The role emphasizes proactive support and operational coordination.

Qualifications

• High school diploma or equivalent.
• Prior administrative or office support experience required.
• Experience supporting executives preferred.
• Proficiency in office software (Word, Excel, PowerPoint, Outlook, or equivalent tools).

Responsibilities

• Provide administrative support to multiple departments and executives, including calendars, meetings, travel, and itineraries.
• Assist with special projects by researching, compiling data, and preparing reports and presentations.
• Serve as point of contact for internal and external communications, screening calls professionally.
• Manage mail, emails, and correspondence to ensure timely processing.
• Coordinate meeting logistics: agendas, materials, room setup, follow-ups.
• Provide cross-functional support to other departments to address staffing or workload needs.
• Run errands off-campus to support organizational operations.
• Perform additional duties to support business operations and executive initiatives.

Skills

Calendar management

Meeting coordination

Executive support

Email handling

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Responsibilities

• Provide administrative support to multiple departments and executive leadership, including managing calendars, scheduling meetings, coordinating travel, and preparing itineraries as needed
• Assist with special projects by conducting research, compiling data, and preparing reports and presentations
• Serve as a point of contact for internal and external communications, screening and directing calls and messages professionally
• Manage incoming and outgoing mail, emails, and correspondence, ensuring timely processing and distribution
• Coordinate logistics for meetings, including agendas, materials, conference room setup, and follow-up actions
• Provide cross-functional support by assisting other departments with daily operations to help address staffing gaps or workload demands
• Run errands off-campus as needed to support organizational operations
• Perform additional duties as required to support business operations and executive initiatives

Requirements

• High school diploma or equivalent
• Prior administrative or office support experience required
• Experience supporting executives preferred
• Proficiency in office software (Word, Excel, PowerPoint, Outlook, or equivalent tools)

Core Competencies

Demonstrates strong administrative support capabilities, including calendar management, meeting coordination, and effective communication. Proficient in office software to enhance operational efficiency and support executive leadership.