Administrative Assistant
2 weeks ago
Responsibilities
General Administrative Assistance
- Typing and filing of all documents, memos, and notes as needed for designated senior leadership
- Provide switchboard coverage as needed
- Arrange for meals and related materials as needed for senior leadership, guests, training, and customer meetings
- Ensure building is clean for guests and report areas for cleaning as needed
- Transcribe senior leadership voice messages as needed and take any appropriate actions
- Maintain office supplies as needed for the company
- Place monthly office supply order for the corporate office
- Put away incoming office supply stock
- Process mail as needed for senior leadership
- Greet guests as they arrive and escort them to meetings
- Participate in preparation of company events
- Maintain senior leadership contact lists
- Prepare all reports, notes, etc. for senior leadership to have prior to attending routine meetings
- Process time off requests and timecards for Senior leadership
- Make sure equipment used by senior leadership is functioning properly and always ready for their use
- Outer office visit coordination for senior leadership (there is a standard process).
- Process UPS shipments for senior leadership
- Action item tracking
Travel & Expense Management
- Plan and process all travel as needed for senior leadership
- Register senior leadership and others for industry events and create travel plans
- Teach others how to use the travel system as needed
- Process new vendor set ups
- Process check requests for company expenses to be paid to vendors
- Create executive and SVP expense reports for submission
- Process expense reports and approve senior leadership's direct report's expenses
- Track senior leadership's direct reports expenses for timely submission and on time payment.
- Enter and maintain all travel rewards programs in Senior leadership's travel profiles
Calendar Management
- Manage senior leadership calendars and schedules
- Manage meeting room calendar and reserve rooms as needed
- Maintain entries that apply to who you support on the corporate calendar
- Schedule personal appointments as well as business appointments for senior leadership
- Create meeting requests
- Accept or decline meeting requests sent to senior leadership
Corporate Initiatives
- Assist with planning, coordinating and working corporate events
- Provide switchboard coverage for breaks/vacation/sick time for receptionist
- Annual Mansfield Cares charity responsibilities
- Overall care of the facility to assure always presentable for guests
- Provide admin support for other senior leadership and executives if an admin is out of the office
- Admin team cross training for continuous senior leadership support
Use of Technology/Software/Program/Resources
- OneDrive
- Energy Link
- Concur
- SABA
- ADP
- Microsoft Hub
- I.T. Help Desk System
- Corporate Counsel Center (Legal Dept)
- Go365
Other Duties as Assigned
Position Requirements
Formal Education & Certification
- High School diploma or equivalency
Knowledge & Experience
- Five or more years of administrative support experience
- Strong Microsoft Excel, Word, and Outlook experience
- Minimum of 45 wpm typing skills
- Extensive Outlook Calendar Management is a definite plus
- Professional appearance & demeanor
Qualifications & Characteristics
- Strong organizational and time management skills
- Detail oriented
- Ability to multi-task and be flexible
- Strong verbal and written communication skills
- Ability to resolve conflict quickly and productively
Work Environment
- 40-hour work week, hybrid schedule available once training is completed (1 day remote, 4 days in office)
- Sitting for extended periods of time
- Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.Learn More
-
Administrative Assistant
3 weeks ago
Gainesville, United States Partners Personnel Management Full timeClient Site Industry & Highlights We are currently hiring for Administrative Assistant Job Title: Administrative Assistant Pay Rate: $20 Schedule (Days and Time): Job Summary: The Administrative Assistant provides support to ensure efficient operation of the office. This role involves a variety of tasks, including managing communications, organizing...
-
Administrative Assistant
2 weeks ago
Gainesville, United States Partners Personnel Management Full timeClient Site Industry & HighlightsWe are currently hiring for Administrative AssistantJob Title: Administrative AssistantPay Rate: $20Schedule (Days and Time):Job Summary: The Administrative Assistant provides support to ensure efficient operation of the office. This role involves a variety of tasks, including managing communications, organizing files, and...
-
Administrative Assistant
4 days ago
Gainesville, United States Doorpro America Full timeDoor Pro America, a leading provider of high-quality residential garage doors, is seeking a proactive and detail-oriented Administrative Assistant to join our team. In this role, you will provide administrative support to our New Construction division, helping to ensure smooth and efficient operations. As an Administrative Assistant, your responsibilities...
-
Administrative Assistant
2 weeks ago
Gainesville, United States Door Pro America Full timeDoor Pro America, a leading provider of high-quality residential garage doors, is seeking a proactive and detail-oriented Administrative Assistant to join our team. In this role, you will provide administrative support to our New Construction division, helping to ensure smooth and efficient operations.As an Administrative Assistant, your responsibilities...
-
OPS Administrative Assistant
4 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: OPS - Administrative Assistant Job Description: The Department of Astronomy at the University of Florida seeks an OPS Administrative Assistant to provide essential support in the management of administrative and academic functio Administrative Assistant, Administrative Specialist, Administrative, Operations, Assistant, Support,...
-
OPS Administrative Assistant
2 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: OPS - Administrative Assistant Job Description: The Department of Astronomy at the University of Florida seeks an OPS Administrative Assistant to provide essential support in the management of administrative and academic functio Administrative Assistant, Administrative Specialist, Administrative, Operations, Assistant, Support,...
-
Administrative Assistant
2 weeks ago
Gainesville, United States Thrivent Full timeSummaryThis position provides administrative support to Avonlea Financial Group. This role is critical to our member experience and requires a friendly, upbeat demeanor. The incumbent supports the daily operations of the practice, including, but not limited to: answering the phones, meeting/greeting members, handling/distributing postal mail and practice...
-
Administrative Assistant
4 weeks ago
Gainesville, United States Thrivent Full timeSummaryThis position provides administrative support to Avonlea Financial Group. This role is critical to our member experience and requires a friendly, upbeat demeanor. The incumbent supports the daily operations of the practice, including, but not limited to: answering the phones, meeting/greeting members, handling/distributing postal mail and practice...
-
Administrative Assistant I
2 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: Administrative AST I Job Description: The College of Dentistry, Office of Clinic Administration is recruiting for a Administrative Assistant I. This position provides both clerical and non-clerical support to the Office of Clini Administrative Assistant, Administrative, Assistant, Dental, Clinic, Education, Patient Learn More
-
Administrative Assistant III
4 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: Administrative Assistant III Job Description: The Opportunity: The University of Florida's College of Journalism and Communications (CJC) is seeking an experienced and detail-oriented Administrative Assistant III to support the Administrative Assistant, Administrative, Adjunct Faculty, Assistant, Processing, Financial
-
Administrative Assistant III
3 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: Administrative Assistant III Job Description: CHAIR SUPPORT - Assist the Department Chair with the overall management and operation of the office by performing a variety of administrative and support duties that require an exten Administrative Assistant, Administrative, Assistant, Faculty, Reservations, Travel
-
Administrative Assistant III
2 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: Administrative Assistant III Job Description: CHAIR SUPPORT - Assist the Department Chair with the overall management and operation of the office by performing a variety of administrative and support duties that require an exten Administrative Assistant, Administrative, Assistant, Faculty, Reservations, Travel Learn More
-
Administrative Assistant II
3 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: Administrative Assistant II Job Description: The Administrative Assistant II must be able to perform the following essential functions: Human Resources: 1. Process bi-weekly payroll. This includes but is not limited to maintaini Administrative Assistant, Administrative, Assistant, HR Specialist, Microbiology, Payment
-
Administrative Assistant III
4 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: Administrative Assistant III Job Description: Director Support. Under general guidance from supervisor, executes the day-to-day functions in the School Directors office including the following: - Assist with managing the Direct Administrative Assistant, Administrative, Director, Assistant, Operations, Support
-
OPS Administrative Assistant
4 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: OPS Administrative Assistant Job Description: Manage Dr. Staras calendar schedule meetings reserve conference rooms for the meetings organize the meetings prepare conference rooms for meetings. This includes straightening chair Administrative Assistant, Administrative, Assistant, Education, Travel
-
Professional Administrative Assistant
3 days ago
Gainesville, Florida, United States My Florida Corp Defunct Full timeAbout the OpportunityWe are seeking an experienced Professional Administrative Assistant to join our team. As a Professional Administrative Assistant, you will be responsible for providing administrative support to senior staff members, developing and maintaining accurate records, and assisting with the preparation of presentations and documents.Key...
-
OPS Administrative Assistant
4 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: OPS - Administrative Assistant Job Description: The Department of Astronomy at the University of Florida seeks an OPS Administrative Assistant to provide essential support in the management of administrative and academic functions. This role will work closely with the Department Chair, Administrative Specialist II, and other staff to...
-
Administrative Assistant
2 weeks ago
Gainesville, United States Crisp Recruit Full timeAre you a proactive, detail-oriented professional who thrives in a dynamic environment?Do you have the organizational skills to juggle HR and administrative tasks, ensuring smooth operations while fostering a positive office culture?Are you passionate about supporting a team that transforms lives, and do you thrive in a role where your organizational skills...
-
Administrative Assistant II
3 weeks ago
Gainesville, United States University of Florida Full timeClassification Title: Enter the classification title here. Job Description: Essential Functions Travel Coordinates travel needs for Department, including: o Makes domestic and international travel arrangements for department members including verific Administrative Assistant, Administrative Specialist, Administrative, Accounting, Financial, Travel, Education
-
Administrative Assistant
4 weeks ago
Gainesville, United States Mansfield Oil Full timeThe Administrative Assistant is responsible for providing selective administrative assistance to SVP and VP leadership and provides support to the overall admin team's support tasks, which may include minimal tasks for Executives. ResponsibilitiesGeneral Administrative Assistance Typing and filing of all documents, memos, and notes as needed for designated...