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Executive Assistant, Portwide Operations Coordinator

2 months ago

Jacksonville, Florida, United States Jacksonville Port Authority. Full time
Job Summary

The Executive Assistant, Portwide Operations will be responsible for coordinating activities and ensuring timely information flow to and from the Chief Operating Officer office. This role requires handling confidential and critical details efficiently and effectively in a fast-paced professional environment.

Key Responsibilities
  1. Manage external contacts, understanding priority contacts and tracking periodic communication needs. Ensure important communications are provided with contextual and background information.
  2. Anticipate needs and bring together appropriate people and resources to support executives in addressing issues.
  3. Prepare meeting agendas, meeting minutes, and cost center budgets when necessary. Assist with research, content development, and presentation creation, as well as coordinate meetings.
  4. Manage heavy calendar management, interacting with internal and external executives, assistants, and clients to coordinate complex executive meetings.
  5. Develop and maintain a system to alert upcoming deadlines on incoming requests or events.
  6. Manage flexible schedules and complex travel arrangements in a professional environment.
  7. Prepare travel reimbursement in a timely manner according to JAXPORT Travel Procedures upon trip completion.
  8. Understand organizational policies and procedures to ensure appropriate decision-making protocols are followed.
  9. Ensure administrative tasks are performed efficiently, including copying, reviewing outside mail, drafting correspondence, and maintaining executive files.
  10. Assist in timely management of all communication, written, via phone, email, and voice mail with various constituents.
Requirements
  • High School diploma or equivalent required.
  • Completion of an administrative, business, or office technology training program preferred.
  • Minimum of eight to ten years' experience supporting C-level Executives required.
  • Experience in public sector/maritime experience preferred.
  • Extensive experience in administrative preparation of presentations required.
Working Conditions

Relatively free from unpleasant environmental conditions or hazards. Office environment or local travel for meetings or functions.