Administrative Assistant

2 weeks ago

Jacksonville, United States J&W Heating and Air Full time
About Us:

J&W Heating and Air + Plumbing is a leading HVAC (Heating, Ventilation, and Air Conditioning) and Plumbing company dedicated to providing high-quality solutions for residential and commercial clients. We have established ourselves as a trusted industry leader with a commitment to innovation and excellence. As we continue to expand our operations, we are seeking a highly organized and professional Administrative Assistant to support in driving our company's success.

Job Summary:

We are seeking an Administrative Assistant to provide comprehensive administrative support to our President. The successful candidate will play a crucial role in ensuring the efficient operation of the executive office while maintaining the highest level of professionalism and confidentiality. This position requires exceptional organizational skills, strong attention to detail, and the ability to multitask in a fast-paced environment.

Key Responsibilities:
  • Calendar Management: Manage complex schedules, including scheduling meetings, appointments, and conferences, while proactively addressing conflicts and ensuring the time is optimized.
  • Travel Arrangements: Coordinate travel arrangements, including flights, accommodations, transportation, and itineraries, with a keen eye for cost-efficiency and convenience.
  • Communication: Serve as the primary point of contact for both internal/external stakeholders, maintaining professionalism and discretion in all interactions. Handle and prioritize incoming emails, calls, and correspondence.
  • Meeting Support: Prepare meeting agendas, attend meetings as needed, and draft and distribute meeting minutes/notes. Ensure follow-up on action items and deadlines.
  • Document Management: Organize and maintain electronic and physical files, documents, and records, including confidential information, contracts, and reports.
  • Project Assistance: Assist in various strategic projects, research initiatives, and presentations by conducting research, gathering data, and preparing reports.
  • Event Coordination: Assist with company events, conferences, and meetings, including logistics, catering, and materials preparation.
  • Miscellaneous Assistance: Assist other departments as needed with event coordination, problem-solving, errands, and pick-ups, as well as other administrative duties as needed and requested.
Qualifications:
  • A bachelor's degree in business administration or a related field is preferred.
  • Proven experience as an executive assistant or in a similar role supporting high-level executives.
  • Proficiency in Microsoft Office Suite and other relevant software applications.
  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Discretion and confidentiality when handling sensitive information.
  • Ability to prioritize tasks and manage deadlines effectively.
  • Excellent problem-solving abilities and attention to detail.
  • Flexibility to adapt to changing priorities and work independently.
  • Knowledge of HVAC industry terminology and concepts is a plus but not required.

Benefits:

Competitive salary and performance-based bonuses.

Health, dental, and vision insurance plans.

401K Retirement plan with company matching.

Life Insurance

Professional development opportunities.

A collaborative and dynamic work environment.

If you are a proactive, detail-oriented, and highly organized individual who thrives in a fast-paced environment, we invite you to apply for the Administrative Assistant position.

Join our team and contribute to the continued success of J&W Heating and Air + Plumbing as we make a difference in the HVAC and Plumbing industry.

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