Executive & Administrative Assistant

2 weeks ago

Jacksonville Beach, FL, United States Hydrolec Inc Full time

PLEASE READ THE JOB DESCRIPTION IN IT'S ENTIRETY.

Company Overview:

Hydrolec is looking for an experienced Executive and Administrative Assistant. The company is a family owned, industry leading manufacturing business in Jacksonville, FL. Our core values are:

  1. Family Firstwe treat all employees, customers, and vendors as we would our archetypal ideal family. This means we create a supportive and fun environment while we hold each other accountable to be the version of ourselves we would want to be related to.
  2. Skys the limit we have an unlimited solution seeking attitude to any perceived challenges that come our way. There is always a solution, especially when it comes to supporting team members and delighting customers.
  3. All Hands-on Deck we are all willing to pitch in to accomplish the most urgent and important task at hand, no matter how unrelated it may be to our so-called title.

Position Summary:

We are looking for a friendly and eager- to- learn Executive and Administrative Assistant. We are in a high growth period, and we are looking to onboard an enthusiastic administrative support person who is excited to play the role of gatekeeper to our executive staff as well as the day-to-day champion for our administrative functions.

Key Responsibilities:

  • Coordinate schedules and calendars for executives both internally with other team members and with external customers, vendors, and advisors
  • Manage phone calls, email inbox, and snail mail for key executives
  • Organize and file files both digitally and physically
  • Book travel for executives
  • Suggest process improvement where applicable
  • Prepare meeting agendas, minutes, and follow-ups
  • Collaborate with executives on creating meeting materials (presentations, agendas, etc.)
  • Vendor payment processing, recording, and verification
  • Follow up with vendors to reconcile discrepancies
  • Verify AP ledger is accurate

Required Qualifications:

  • A total of 5+ years in an administrative role
  • 2+ years in an executive assistant role and 2+ years of bookkeeping / data entry experience
  • Payment processing experience required

Skills and Competencies:

  • Strong in all Microsoft Office Suite (Word, Excel, Powerpoint)--ideally an Excel wizard
  • Strong Organizational Skillsfamiliarity with the Kon Marie Method is a plus
  • Presentation building skillsCanva or similar preferred
  • Confident in Outlook
  • Vendor management skills
  • Strong written and verbal communication skills; prefers verbal communication when dealing with conflict

Attitude and Behavior Traits

  • High attention to detail
  • Has a sense of urgency
  • Is a team player
  • Demonstrates initiative
  • Acts with integrity

Preferred Qualification:

  • Can leverage AI but does not rely on it
  • Experience working in an industrial setting

Compensation and Benefits:

The hourly rate is based on experience.

  • Generous PTO policy
  • Health insurance with HRA option
  • Dental
  • Vision
  • Voluntary Life
  • Supplemental Insurance
  • Maternity/Paternity Leave
  • Monthly Catered Employee Lunch
  • 401K match
  • Employee Fitness Room

Reporting Structure:

  • Reports to the President on executive and administrative functions
  • Reports to the Senior Accountant on accounting functions

Application Process:

  • Must submit a cover letter expressing why you are interested in this role and the company to recruiting@hydrolec.net. Applicants without this will NOT be considered if no cover letter is sent.

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