Administrative Assistant - Jacksonville, FL

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps.
Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

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

Performs a broad range of administrative duties in support of departmental operations or executive 
leadership. Responsibilities may include managing calendars and scheduling, coordinating meetings and 
travel, preparing and editing documents and reports, maintaining records and files, processing expense 
reports, and facilitating internal and external communications. The role ensures timely completion of 
administrative processes, supports efficient workflow, and maintains accurate and organized information. 
The level of responsibility and complexity of assignments vary based on experience, demonstrated 
proficiency, and organizational needs.
 
Job Responsibilities
 
Administrative Assistant I

Prioritizes daily tasks and manages workflow to ensure deadlines are met; provides consistent 
coordination and follow - through on assignments.
Prepares, edits, and formats documents, reports, and spreadsheets using current business software 
and collaboration tools.
Serves as a point of contact for internal and external stakeholders; responds to routine inquiries 
and routes requests appropriately.
Schedules meetings, manages calendars, and coordinates logistics as directed by the supervisor.
Supports team meetings and events by coordinating schedules, preparing agendas and materials, 
and arranging necessary resources.
Maintains digital and physical files, office supplies, and department equipment.
Administrative Assistant II

In addition to Administrative Assistant, I responsibilities:
Develops presentations and visual materials using current presentation software and collaboration platforms.
Drafts and responds to correspondence independently; tracks and follows up on delegated tasks 
and action items.
Conducts research, compiles data, and prepares summary reports to support decision - making.
Handles sensitive and confidential information with discretion and professionalism.
Prepares and processes expense reports.
Coordinates travel arrangements, including itineraries and related documentation.
Manages meeting logistics, including conference room scheduling, virtual meeting setup, and technology support.
Assists with timekeeping and administrative reporting processes.
Executive Leadership Assistant I
 
Includes all responsibilities of Administrative Assistant I and II. In addition:
Provides administrative and operational support to a member of the Executive Leadership team.

Education/Experience
High school diploma required; some college or applicable business certification preferred. Admin Assistant minimum of 1 year of experience;
Admin Assistant II or Executive Leadership Assistant I – minimum of 3 years’ experience.
Specific Knowledge, Skills, License, Certifications Etc.
Good organizational skills; attention to detail.
Keep confidential information.
Good in Microsoft Office (Excel, Word, PowerPoint)
Communicate effectively verbally and in print.
Provide, as well as carry out, detailed verbal and written instructions independently.
Collaborate with others to accomplish organizational goals; identify and resolve problems.
Use logical or rational thinking to solve problems; make decisions based on personal judgment.
Perform mathematical calculations (fractions, decimals, percentages, statistical) as needed.
Demonstrate competency in Microsoft Word, including PowerPoint; Prolog if applicable.
Ability to understand and execute the company vision and values of Team, Excellence, Service and Trust
 

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.