Administrative assistant jobs in Jacksonville, FL - 175 jobs

Finding a job that fits your lifestyle isn't always easy. That's where Kelly comes in. We're seeking an Executive Administrative Assistant to work at a premier client in Jacksonville, FL. Sound good? Take a closer look below. We're here to help you find something great that works for you-so you won't miss a moment of what really matters in your life. Salary/Pay Rate/Compensation: To Be Determined Why you should apply to be Executive Administrative Assistant: Enjoy a flexible hybrid schedule-work three days in office (Tuesday, Wednesday, Thursday), and from home on Monday and Friday Join a professional work environment with structured support for career growth Opportunities to support high-impact executives and contribute to important meetings and events Industry-leading safety precautions and employee-focused culture What's a typical day as Executive Administrative Assistant? You'll be: Providing comprehensive administrative support for meetings, events, and workshops, including scheduling, room booking, catering, and managing invites Managing complex calendars and coordinating executive travel bookings, including visa support Processing expense reports with Concur, handling financial documentation, and assisting with purchase orders and contracts Facilitating office supply orders (Irvine only) and maintaining vendor, visitor, and security coordination for the office Delivering additional administrative support as directed by the supervisor This job might be an outstanding fit if you: Have 2-4 years of executive-level administrative experience (preference for candidates with 10+ years) Demonstrate proficiency in MS Office Suite (Outlook, Excel, Word, PowerPoint), Teams, Concur, Ariba, and handling complex calendar management Excel at multitasking in a fast-paced environment and have strong communication and organization skills Hold a high school diploma or above What happens next Once you apply, you'll proceed to next steps if your skills and experience look like a good fit. But don't worry-even if this position doesn't work out, you're still in our network. That means all of our recruiters will have access to your profile, expanding your opportunities even more. Helping you discover what's next in your career is what we're all about, so let's get to work. Apply to be Executive Administrative Assistant today!

Baker Tilly is a leading advisory, tax and assurance firm, providing clients with a genuine coast-to-coast and global advantage in major regions of the U.S. and in many of the world's leading financial centers - New York, London, San Francisco, Los Angeles, Chicago and Boston. Baker Tilly Advisory Group, LP and Baker Tilly US, LLP (Baker Tilly) provide professional services through an alternative practice structure in accordance with the AICPA Code of Professional Conduct and applicable laws, regulations and professional standards. Baker Tilly US, LLP is a licensed independent CPA firm that provides attest services to its clients. Baker Tilly Advisory Group, LP and its subsidiary entities provide tax and business advisory services to their clients. Baker Tilly Advisory Group, LP and its subsidiary entities are not licensed CPA firms. Baker Tilly Advisory Group, LP and Baker Tilly US, LLP, trading as Baker Tilly, are independent members of Baker Tilly International, a worldwide network of independent accounting and business advisory firms in 141 territories, with 43,000 professionals and a combined worldwide revenue of $5.2 billion. Visit bakertilly.com or join the conversation on LinkedIn, Facebook and Instagram. Please discuss the work location status with your Baker Tilly talent acquisition professional to understand the requirements for an opportunity you are exploring. Baker Tilly is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status, gender identity, sexual orientation, or any other legally protected basis, in accordance with applicable federal, state or local law. Any unsolicited resumes submitted through our website or to Baker Tilly Advisory Group, LP, employee e-mail accounts are considered property of Baker Tilly Advisory Group, LP, and are not subject to payment of agency fees. In order to be an authorized recruitment agency ("search firm") for Baker Tilly Advisory Group, LP, there must be a formal written agreement in place and the agency must be invited, by Baker Tilly's Talent Attraction team, to submit candidates for review via our applicant tracking system. Job Description: Responsibilities The Office Services Assistant provides general clerical and administrative office support assisting in daily office and operational needs of the business. Works closely with the Office Services Manager on a daily basis to ensure an organized office and assists associates to optimize processes and administrative business needs. Sorts and delivers incoming, and outgoing mail, including accounts receivable bank drops File, fax, scan, print and assemble documents. Assist with entering office expenses (fed ex, messenger services, invoices) Possible travel -package pick-ups and drop-offs via USPS, UPS, and FedEx and food orders as needed Provide reception coverage. Greet clients, answer office phones, receive and deliver documents to clients. Ensure training rooms and conference rooms and over all office space is clean and organized. Assist in the set up or breaking down of tables, furniture, etc. Schedule meetings and appointments. Schedule and prepare conference rooms. Assist with onboarding tasks and workspace readiness Orders and stocks office supplies, stationary and breakroom supplies (coffee, soda, snacks) Additional responsibilities as needed Qualifications High School Diploma required 1 to 3 years relevant experience required Proficiency in Microsoft Office suite Experience with office machines, including facsimile, high speed copier, multi-line phone and 10 key calculator preferred Excellent customer service and client focused skills Excellent organizational skills and ability to manage through competing priorities Detail orientated and ability follow directions/procedures required, as well as prioritize calls and visitors Ability to work independently to follow directions and procedures Ability to work overtime and weekends as needed Capable of safely lifting up to 25 lbs as needed

This is routine clerical work at the entrance level at a school site maintaining records; filing; receiving, sorting, and distributing correspondence, books and other material; typing and data entry, not requiring touch typing; answering the phone; making copies; greeting and routing visitors. Provides for children's personal needs such as attending to those who are sick or hurt; administering medications as prescribed by a physician in accordance with training and authorization; assisting young children with bathroom calls; and associated activities involving children. Requires basic clerical skills and knowledge of office practices and procedures that involve the operation of standard office equipment such as personal computer, copier, fax, and associated equipment that can be learned on the job within several months. Employee will assist students and others with routine problems and will refer non-routine items to a supervisor. Work in this class requires basic courtesy, tact, and diplomacy in dealing with others, and the ability to work cooperatively as part of a team. Work is performed following established routines and procedures. Employees must be able to sit or stand for extended periods of time; use standard office equipment on an ongoing basis; and lifting supplies and materials weighing up to 25 pounds. May be assigned to work in Guidance, Student Services, Curriculum, Media, or the general office. Work is supervised by a higher-level employee who reviews work for conformance with instructions and procedures, and is monitored during progress and upon completion. Essential Functions 1. Receives, sorts, distributes, and files correspondence, books and other material according to established procedures. 2. Maintains alphabetical, numerical, and subject matter files. 3. Types routine correspondence, memoranda, reports, records, bulletins, orders and other office documents from sources such as rough drafts, notes, and oral instructions. 4. Receives, counts, opens, unpacks, dates, stamps, records, sorts and distributes incoming mail, documents, books, materials and supplies following established procedures. 5. Sorts and stamps out-going correspondence, addresses envelopes and packages, and prepares printed matter and other material for mailing. 6. Receives and refers visitors, takes telephone calls and messages, and provides routine information upon request. 7. Enters information or data to personal computer or computer terminal following established procedures. 8. Prepares routine written reports and fills out forms, as necessary. 9. Operates standard office equipment such as a typewriter, calculator, personal computer, microfilm and microfiche equipment, duplicator and copier. 10. Attends to children who are hurt or sick. 11. Administers medications as prescribed by a physician in accordance with training and authorization. 12. Assists young children with bathroom calls. May monitor non-instructional activities of children. 13. Performs related work as required. Qualifications Open Requirements: A High School Diploma, G.E.D., or a six-month combination of post high school education, training and clerical experience. Successful completion of post high school business, communication, computer science, education, mathematics, psychology, sociology, or related course work may substitute for the required six months of experience at the rate of one semester hour for one month of experience. Promotional Requirements: NA Licensing: NA Knowledge, Skills, and Abilities Knowledge of general office practices and procedures. Skill in handling difficult situations and upset individuals with tact, courtesy, and firmness. Ability to operate typewriter, personal computer, and other office machines. Ability to read, comprehend and apply job-related written material and make decisions in accordance with applicable school system policies and procedures. Ability to perform basic arithmetical calculations (addition, subtraction, multiplication and division of whole numbers, fractions and decimals). Ability to compute percentages. Ability to proofread and to match names and numbers. Ability to file by alphabetical, numerical, and subject filing methods. Ability to communicate effectively, orally and in writing. Ability to establish and maintain satisfactory working relationships with other employees, children, and the general public. Ability to write legibly. Ability to honor confidential information.

Job Title: Administrative Assistant Exemption Status: Non-Exempt Department/Location: Guardian Catholic School Primary Function: Under the direction of School Principal, is responsible for working independently in providing a wide variety of administrative support activities in a school. The individual is also responsible for providing leadership and for working independently on a variety of administrative projects as assigned. Essential Duties and Responsibilities: Support the pastoral and spiritual mission of the Diocese and the Catholic Church Shall abide by Catholic principles in professional and private life, and shall govern his/her professional and private life in strict accordance with Catholic morals and principles to demonstrate complete adherence to Catholic moral strictures Work independently as a lead person and be proactive in providing administrative support as requested Works collaboratively in a positive, friendly, and professional manner with all employees and with others served Display leadership, personal initiative, coordinate, facilitate and provide support with timeliness and accuracy; provide administrative support as requested by the executive director; provide support to others as requested Maintain and respect the privacy of the persons supported Receive and handle in a professional manner, incoming mail, calls and visitors; screen and handle requests for information. Prioritize, coordinate and schedule calendar requests; maintain and ensure accuracy of the calendar; coordinate meetings and other functions Provide support as necessary to the principal; prepare materials, and maintain all records Perform other duties as assigned Physical/Mental Requirements: Requires coordination and manual dexterity, normal mental and visual ability; ability to lift as required in a normal office environment. Required Activities: Walking; sitting; standing; stooping; reaching talking; handling; hearing; carrying; and keyboarding Basic Qualifications: Must have a working knowledge of and a strong commitment to the mission of the Diocese and Catholic Church; be in full communion with the Church Excellent communications kills, both verbal and written; excellent human relations and interpersonal skills Exercise courtesy to fellow employees, parishioners and the public Must be a self-starter; well organized; perform multiple tasks simultaneously and work with a sense of urgency Ability to maintain confidentiality Ability to work collaboratively in a team environment; punctuality is a must at all times; ability to travel locally as required; weekend and evening work may be required Be able to type 50 WPM; be proficient with a 10-key calculator. Proficiency in computer technology to include word-processing Word for Windows, and Excel; be able to mail merge excel reports, queries, and text documents Professional bearing; clean and neat personal appearance Must be able to complete a background check and Protecting God's Children (PGC) class. For the Background Screening Clearinghouse Education and Awareness website, visit this site: ********************************* Education and Experience: Associate degree in business or public administration from an accredited institution or equivalent experience Two to five years' experience in a high activity environment as a secretary or administrative assistant or equivalent

We are hiring a part-time administrative assistant on the westside of Jacksonville. Pay is $18-$25, depending on experience. but may vary. The Part-Time Unit Management Assistant provides administrative and operational support to the Unit Management team on a part-time basis. This role helps with unit coordination, documentation, and communication with internal teams and external vendors, ensuring smooth and efficient unit operations. Job Duties & Responsibilities: Assist Unit Management team with daily administrative and operational tasks on a part-time schedule Support coordination of unit-related documentation, including leases, renewals, inspections, and reports Maintain organized records and update internal systems accurately and timely Communicate with property management companies, vendors, and internal departments regarding unit matters Support scheduling of inspections, move-ins, move-outs, and maintenance requests Track unit statuses and follow up on pending items to ensure timely resolution Assist with invoice review, payment tracking, and expense documentation related to units Provide general support to ensure smooth operation of unit management activities Key Requirements & Competencies: High school diploma required Previous experience in administration, property management, or operations support is a plus Strong organizational skills and attention to detail Effective written and verbal communication skills Ability to manage multiple tasks and meet deadlines in a flexible, part-time schedule Proficient in Microsoft Office (Excel, Word, Outlook) and data management systems Professional, reliable, and able to handle confidential information appropriately This is a drug free workplace. Applicants must be willing to submit to a drug test and background check.

Mittera is currently looking for Finishing Assistants to join our growing team! This position is entry level and able to easily advance into skilled roles. Finishing Assistants provide additional support within the Finishing Department and are responsible for feeding the correct signatures into the machine, down-piling completed books onto pallets or placing them in boxes, and down-piling mail according to postal regulations. Essential Duties and Responsibilities Reads and understands the job ticket with the Machine Operator Assists in cutting, folding, collating, stitching, and trimming of printed products Catches, removes and/or cartons completed printed pieces at the delivery end of binding/folding/cutting equipment or other finishing equipment Loads stitcher/trimmer pockets and conveyor belts or feeders for folders Performs other functions such as skid packing or loading, making boxes or cartons, labeling finished product, plastic wrapping skids, moving stock and material and setting up and/or moving conveyors Operates a power pallet jack and hand lift truck Cleans up and keeps work area neat and orderly Does hand collating and other manual tasks in binding/finishing Gathers empty skids around machine prior to the beginning of the binding/finishing run All other duties as assigned Requirements Skills and Abilities High School Diploma or General Education Degree (GED) 1 - 3 years of previous manufacturing/office experience preferred Full comprehension in reading work instructions and business memos Effective communications skills with all levels within the organization Ability to use basic math skills to solve practical problems Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form Must have the ability to work effectively in stressful situations and meet stringent deadlines All other duties as assigned Physical Requirements Requires use of proper body mechanics with pushing, pulling, reaching, lifting, squatting, kneeling, and bending Pushing/pulling and lifting up to 50 lbs Requires fine motor hand and arm movement, manual dexterity, and coordination. Requires near visual acuity Requires working around and operating departmental equipment Must be able to access and navigate each department in the facility Requires the ability to function in a professional manner under stressful circumstances Work Environmental Factors While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles. The employee is occasionally exposed to hazardous materials. A production employee regularly works near moving mechanical parts. Mittera is a leading-edge company that provides commercial and digital printing, finishing, graphic design, data analytics, direct mail processing, and fulfillment services. Mittera's full-service approach connects data-driven revelations, bar-raising creative, and expertly printed materials to give our customers' brand recognition it deserves. Competitive compensation and robust benefits plans are offered. Benefits include: Medical Dental Vision Life and AD&D Policies Short and Long-Term Disability 401K with Company Match Paid Time Off Paid Volunteer Time Off Mittera is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Visit us today at mittera.com or stop by and fill out an application at Mittera location near you!

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. Overview In this role, you will be responsible for front desk reception, conference services, mail room, and other administrative duties as assigned by the Supervisor of Administrative Services. You will provide team-oriented assistance and backup support to other personnel in the department as assigned. Job Responsibilities: Conference Services Receives and reviews conference room reservation requests; schedules meetings, in-services, and conferences, and confirms conference room schedule and services with clients Assures proper furniture arrangement; contacts other departments and service providers to obtain audio, video, sound, and lighting equipment, food and beverage services, and ensures equipment and services are provided as requested and resolves any related problems Setup, clean up, and stock conference rooms for meetings Maintain an accurate inventory of soft drinks, coffee, water, paper, plastic, and other products needed for conference services Codes and verifies incoming invoices for Issues timely invoices for services and supplies as needed Maintains a current conference services calendar for upcoming meetings/conferences Front Reception Desk Welcome all visitors, clients, vendors, applicants, and new team members cordially and professionally. Obtain information when appropriate and inform the proper individuals by announcing them accurately in a professional and friendly manner Monitor visitor access by following the current protocol of having them sign in and maintain security awareness in general Operate a multiple-line switchboard. Answer, screen, and transfer any incoming phone calls to the appropriate person while providing basic information when Operating the paging system, when applicable Maintain conference room calendars for scheduled meetings with accuracy and follow up for usage of the room before the meeting Maintain a neat, clean, and professional reception desk and area Employee activities include but are not limited to assisting with corporate events Mailroom Provides internal and external mail services for assigned Receives, sorts, delivers, picks up, and processes courier items, interoffice mail, magazines, and all classes of United States Postal Services (USPS), FedEx, UPS, etc., mail Maintain postage, postage equipment, and mailing supplies and organized mail department Research and routes unidentified and generic mail Runs miscellaneous errands per supervisor's request Delivers copy paper to designated areas two times a week or as requested Assist with facility requests when needed Additional Qualifications/Responsibilities Education/Experience: High school degree or equivalent with a minimum of 1 year of office, clerical, and/or relevant experience To thrive in this role, you'll need: Ability to understand and execute the company vision and values of Team, Excellence, Service, and Trust Professional appearance and proven customer service skills Proficiency in Microsoft Office or other software required Ability to organize, multi-task, prioritize and work under pressure Effective written and verbal communication skills as well as the ability to carry out detailed written or verbal instructions independently Be detail-oriented and recognize errors in numbers and spelling in written materials Ability to keep confidential information Ability to accomplish the described duties through the use of appropriate computer and general office equipment At Haskell, we offer a comprehensive benefits package, including health insurance, retirement plans, professional development opportunities, and more. Join us and be part of a team where your contributions make a difference. 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, and arm, hand, and finger dexterity, including the 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.

As the Organizational Support Administrator, you will play a crucial role in ensuring the seamless execution of the CFO's vision and priorities. This is a high-impact role that goes beyond traditional administrative duties, serving as a trusted partner in driving key initiatives forward and gaining exposure to high-impact decision-making processes. You'll be an integral part of a fast-paced, dynamic environment where your ability to drive execution and make things happen will be highly valued. You will manage special projects, follow up on action items, and provide strategic support to ensure the CFO's objectives are met efficiently and effectively. Essential Functions, Duties, and Responsibilities Strategic Support: Act as an extension of the CFO, handling complex, high-priority projects and ensuring timely completion of tasks. Collaborate closely with the CFO to align daily operations with broader business strategies. Project Management: Lead and manage special projects from initiation to completion, coordinating with cross-functional teams, tracking milestones, and delivering results on time and within scope. Task and Priority Management: Proactively follow up on key initiatives and tasks assigned by the CFO, ensuring accountability and progress. Manage calendars, agendas, and task lists to optimize the CFO's time and priorities. Operational Efficiency: Assist in the creation and implementation of processes that streamline workflows, improve productivity, and enhance communication across departments under the CFO's purview. Stakeholder Engagement: Interface with internal and external stakeholders on behalf of the CFO, ensuring clear communication, strong relationships, and alignment on key priorities. Communication & Coordination: Draft communications, reports, and presentations for the CFO, ensuring clarity, consistency, and alignment with strategic goals. Attend high-level meetings, take notes, and drive follow-up actions. Executive Liaison: Serve as a trusted liaison between the CFO and directors, managers, and external partners, ensuring critical information flows seamlessly and is acted on promptly. Problem Solving & Initiative: Identify issues and challenges proactively, offering solutions and driving continuous improvement in the CFO's office and related processes. The above cited duties and responsibilities describe the general nature and level of work performed by people assigned to job. They are not intended to be an exhaustive list of all the duties and responsibilities that an incumbent may be expected or asked to perform. Qualifications Educational and Experience Requirements Bachelor's degree in Business, Finance, or a related field. 5+ years of experience in a high-level support role, preferably partnering with senior executives in a strategic capacity. Proficient use of SAP financial system preferred. Advanced level knowledge of Microsoft 365 software applications suite Knowledge, Skills, and Abilities A visionary mindset focused on process improvement, efficiency, and leveraging technology to automate manual tasks. Excellent analytical, problem-solving, and critical-thinking skills to identify opportunities and provide innovative solutions. Effective communication and interpersonal skills to collaborate effectively with cross-functional teams and stakeholders. Ability to inspire and motivate others, fostering a positive work environment that encourages growth, creativity, and continuous learning. High level of discretion, integrity, and professionalism in handling confidential information Ability to follow through on issues, make informed decisions that comply with policies and procedures, complete tasks and problem-solve. Proactive, self-driven, and resourceful with a strong sense of ownership and accountability. Skill Requirements Typing/computer keyboard Utilize computer software (specified above) Retrieve and compile information Maintain records/logs Verify data and information Organize and prioritize information/tasks Operate office equipment Advanced mathematical concepts (fractions, decimals, ratios, percentages, graphs) Verbal communication Written communication Public speaking/group presentations Research, analyze and interpret information Investigate, evaluate, recommend action Basic mathematical concepts (e.g. add, subtract) Abstract mathematical concepts (interpolation, inference, frequency, reliability, formulas, equations, statistics) Physical Requirements Sitting for extended periods Standing for extended periods Extended periods viewing computer screen Walking Reading Speaking Hear/Listen Maintain regular, punctual attendance Lifting/carrying up to 20 pounds various items Repetitive Motions Bending/Stooping Writing Hazards Normal office environment All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. KLS Martin is a drug-free employer

At Telebeez Pro, we are a premier cleaning company dedicated to delivering exceptional cleaning services to our valued clients. With years of industry experience, we have established ourselves as a trusted name in the cleaning industry. We are currently looking for a full time Secretary to join our busy office in Jacksonville. FL The ideal candidate for this role has superb administrative and organizational skills and an eye for detail combined with a good sense of customer service. The candidate must be reliable and self-motivated with the ability to work on their own initiative. Job: Full time On site Key Responsibilities: Answering and directing incoming calls with professionalism and courtesy Greeting customers and visitors Handling incoming and outgoing mail Assisting with scheduling and organizing meetings Providing ad-hoc administrative support to members of staff Maintaining office supplies Organizing both paper and electronic filing systems Required Skills & Qualifications: High school diploma Familiarity with office organization and optimization techniques High degree of multi-tasking and time management capability Excellent written and verbal communication skills Integrity and professionalism Proficiency in MS Office If you feel you are the perfect candidate for this position, please submit your CV and covering letter for consideration. We look forward to hearing from you!

The Administrative Assistant provides essential support in a hybrid work environment, assisting with daily office operations both remotely and in person. Key responsibilities include monitoring release dates, creating and maintaining case files, updating and managing the database, coordinating meetings, preparing documents, and ensuring information is organized and accessible. This role requires strong attention to detail, excellent communication skills, and the ability to manage multiple priorities with professionalism. Job Salary $38,000 Requirements High school diploma required; associate or bachelor's degree preferred. Prior administrative experience preferred Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn new software quickly. Strong written and verbal communication skills. Excellent organizational and time-management skills. Ability to work independently and collaboratively across remote and in-office settings. Salary Description $35,000-$38,000

About Us We design, install, and maintain advanced electrical systems. Our expertise spans traditional electrical contracting, security solutions, audio-visual integration, wireless networking, and building management systems. Miller Electric-The Administrative Assistant provides comprehensive departmental support to the Directors, management, and department staff. Responsibilities include ensuring efficient operation and completion of administrative tasks. This role is essential in maintaining an organized office environment by managing diverse responsibilities that aid in achieving departmental goals. Benefits: Medical, Dental, and Prescription Drug Insurance (100% of the premium covered by Miller Electric...yep, seriously) 401k retirement and matching Life Insurance Accidental Death & Dismemberment Insurance Short & Long-Term Disability Insurance Flexible Spending Accounts Paid Vacation & Holidays Tuition Reimbursement Program Wellness Program Essential Duties & Responsibilities Timesheet Management: Review ESS timesheets for accuracy and timeliness. Department Coordination: Support activities across various locations, ensuring smooth workflow and communication. Onboarding: Assist with department employee onboarding and training. Travel Coordination: Arrange business travel plans and manage subsequent employee reimbursement requests. Employee Transactions: Handle requests for credit cards and other transactions. Event Planning: Organize and manage departmental meetings and events. Plan and organize activities that promote team cohesion and well-being. Ordering: Order business cards and miscellaneous departmental needs, request devices or equipment, and manage inventory. Vendor Relations: Set up new vendors/suppliers, resolve billing issues, and ensure smooth vendor communication and payments. Management Support: Assist management with special projects and requests. Assist with meetings, including document creation and meeting minutes. Departmental Support: Maintain department email groups and staff contact lists, helping create templates and standard documents for department use. Assist with departmental needs as needed with management approval. Workplace Organization: Organize workplace logistics to ensure an efficient and conducive working environment. Financial Operations: Ensure accurate financial management for VDC and fabrication projects, tracking reallocations, and submitting journal entries. Maintain effective communication with project teams and the accounting department to ensure alignment and accuracy. Conduct project audits as needed. Marketing Material: Assist in preparing presentations and reports for departmental meetings and conferences. Collaborate with department staff and marketing to create marketing presentations, brochures, etc. Vendor Relations: Set up new vendors/suppliers with applications, W-9s, and COIs as required. Assist vendors with billing issues, invoices, and communication. Request checks as needed. HR Assistance: Bridge communication to assist with employee needs/concerns. Upper Management Support: Assist upper management with special projects and requests. Fleet Management: Assist the fabrication team with fleet-related needs. Prefab Leadership Support: Support all shop foremen and managers with administrative needs. Qualifications Proven experience as an Administrative Assistant or similar role. Must be organized and detail-oriented; ability to coordinate multiple tasks at once. Strong communication skills, both written and verbal. Proficiency in Microsoft Office, G-suite, and other software required to perform job-related responsibilities. Ability to maintain confidentiality and handle sensitive information. Strong attention to detail and problem-solving skills. Ability to work independently and as part of a team. A proactive approach to handling a variety of office tasks. Equal Opportunity Employer As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Notice to Prospective Employees Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.

RadiFi Credit Union is seeking an Administrative Assistant to provide high-level, confidential administrative and operational support to the Chief Operations Officer. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities include preparing reports, coordinating meetings, managing communications, and supporting strategic projects while maintaining the highest level of professionalism and discretion. Major Duties and Responsibilities: Provide confidential administrative support to the COO, including drafting correspondence, preparing reports, and creating document templates. Organize and maintain filing systems (electronic and physical) and sort incoming mail. Manage calendars, schedule internal meetings, prepare agendas and coordinate vendor appointments. Record and distribute accurate meeting minutes for committees, vendor meetings, and project discussions. Manage the Credit Union policies and procedures process. Prepare and edit assigned policies, procedures, and presentations. Arrange travel itineraries, accommodations, and transportation for the COO; reconcile expense reports accurately and promptly. Assist with planning and execution of internal events, including logistics, catering, hospitality for guests and events planned. Support strategic initiatives and special projects by tracking deadlines, monitoring progress, and ensuring deliverables are met. Perform other job duties and special projects as assigned by the COO and Administration Department. ADA Requirements Physical Requirements While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; sit; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Must be able to perform job functions with supervision and work effectively either on own or as part of a team. Must be able to read and carry out various instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be able to perform basic mathematical calculations with extreme accuracy. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines/requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising highest level of discretion on confidential matters. Working Conditions The noise level in the work environment is usually moderate. Acknowledgment Nothing in the position description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is not a contract and should not be constructed as a guarantee of employment for any period of time. We are an Equal Opportunity Employer and do not discriminate against employees or applicants based on race color, religion, sex/gender, national origin, disability, age, or any other category protected by law. This Job Description is not a complete statement of all duties and responsibilities comprising the position. Qualifications Knowledge and Skills Experience Three years to five years of similar or related experience. Education/Certifications/Licenses (1) A two-year college degree, or (2) completion of a specialized certification or licensing, or (3) completion of specialized training courses conducted by vendors, or (4) job-specific skills acquired through an apprenticeship program/prior work experience. Interpersonal Skills Work involves much personal contact with others inside and/or outside the organization for the purpose of first-level conflict resolution, building relationships, and soliciting cooperation. Discussions involve a higher degree of confidentiality and discretion, requiring diplomacy and tact in communication. Other Skills Excellent analytical, research, organizational and editing skills; 40 WPM (typing skills at or above the 75 percentile in speed and 90th percentile in accuracy); proficient with spreadsheets formulas. Must have strong knowledge and experience in using MS Excel, MS Word, MS PowerPoint and MS Access. Excellent oral and written communication skills.

Seeking an Experienced Administrative Assistant support professional for a highly successful Real Estate Team by implementing and continually improving administrative and marketing systems, procedures and policies. Your roles will include but not be limited to executive assistant, client care coordinator, and marketing coordinator. Responsibilities: Self-motivated and accountable Excellent customer service skills Ability to work under pressure Excellent organizational and follow through skills Detail oriented Excellent written and verbal communication skills Multi-task effectively Have reliable vehicle Real Estate Experience A Plus MS Office: Word, Excel, PowerPoint, and Publisher Adobe Acrobat Adobe Photoshop Mac/Windows operating systems. Required: Be very comfortable with systems and putting systems in place Answer calls Schedule meetings and manage calendars Perform miscellaneous errands Familiar with marketing and social media General printing and scanning of materials Minimum of 2 years experience Please include a Cover Letter as well as the results of your test BENEFITS Medical, Dental and Vision Insurance Financial Planning Life Insurance Disability Insurance Long-Term Care Insurance

Administrative Assistant Reports to: Plant Manager Company: Pan Glo Bundy Baking Solutions is a global family business with a rich legacy rooted in genuine care for everyone connected with the organization. Founded by Russ Bundy 60 years ago, the company started by selling baking pans from the trunk of his car and has since grown into an international leader in baking solutions. Its extensive reach encompasses designing, manufacturing, coating, and distributing high-quality bakery equipment and supplies. Today, Bundy Baking Solutions operates worldwide, employing nearly 2,000 people across 11 countries and multiple business units and manufacturing facilities. We plan to offer a competitive salary, a great benefits package, a genuine company culture, and the rewarding opportunity to have a significant impact on a global family business. Speaking of culture, be sure to check out the CREED section of our careers page: ********************************************* Position Summary: To support the facility administratively by performing duties related to personnel, purchasing, production, payroll, health and safety, insurance/worker's compensation and general office activity. Reports to Director of Operations. Primary Duties and Responsibilities include the following: Receives, prepares and files all work orders Ensures the corporate office receives all accounts payable in a timely manner Prepares any Purchase Orders needed Calculates the employee payroll and ensures the corporate office receives it Ensures any necessary paperwork is properly prepared and sent to the proper destination Enters the monthly inventory figures into an excel spreadsheet and properly files it Maintains an inventory of office supplies, and first aid supplies Answers the telephone using good verbal skills and maintains good communication with the plant manager Prepares a weekly and monthly production report Completes all paperwork for new hire orientation; ensures all new employees receive any necessary training; maintains all training records and properly files them Prepares new timecards weekly and places them in the time card holder Records water flow readings weekly and sends them to CMUD monthly Performs daily and weekly housekeeping duties and other duties as plant manager deems necessary Documents monthly inspection and tests of all fire extinguishers and exit signs Qualifications, Knowledge and Ability: Associate degree in business or related field preferred; 1-3 years related experience and/or training; or equivalent combination of education and experience Basic computer skills, word processing, and 10-key calculator Knowledge of MS Office, Excel and Word Proficient in data entry Competent organizing and prioritizing skills to work efficiently Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions Attention to detail and accuracy, sort, check, count, and verify numbers Good mathematical background Good communication skills; ability to listen, communicate (written and verbal), excellent grammar, spelling and proof-reading skills and follow-up effectively with all staffing levels and customers Ability to work independently, self-starter, energetic Ability to demonstrate good common sense and sound judgment Flexibility to adapt to all situations and work varied hours; possible weekends or evenings Ability to perform at high levels in a fast paced ever-changing work environment Ability to anticipate work needs and follow through with minimum direction Ability to meet deadlines The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Management maintains the right to assign or reassign duties and responsibilities to this job at any time. #IND123

At Bank of America, we are guided by a common purpose to help make financial lives better through the power of every connection. We do this by driving Responsible Growth and delivering for our clients, teammates, communities and shareholders every day. Being a Great Place to Work is core to how we drive Responsible Growth. This includes our commitment to being an inclusive workplace, attracting and developing exceptional talent, supporting our teammates' physical, emotional, and financial wellness, recognizing and rewarding performance, and how we make an impact in the communities we serve. Bank of America is committed to an in-office culture with specific requirements for office-based attendance and which allows for an appropriate level of flexibility for our teammates and businesses based on role-specific considerations. At Bank of America, you can build a successful career with opportunities to learn, grow, and make an impact. Join us! This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner. Provide executive administrative support to the GT Quality Assurance Executive. Principal duties are managing the schedule of the Executive, including meetings, tele-presence and travel; scheduling staff events; coordinating and responding to correspondence and requests from outside groups and senior management of the Company; typing memoranda and correspondence; maintenance of accurate records; preparing expense reimbursement; and other related administrative duties. Responsibilities: Communicates with executives and line management to gather and convey relevant information Answers manager's phone line, documenting accurate messages, and handling calls with appropriate judgment Manages the calendar of multiple executives proactively, effectively resolving conflicts that arise in a professional manner Arranges and handles details related to travel arrangements, expense reports, meetings, and appointments Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills Prepares correspondence, reports, and forms for leaders, following interaction with internal and/or external customers to answer questions, research, and resolve problems Liaises with outside groups to coordinate events where the executive is a corporate chair, director, or committee member Engages in high-level client contact and supports conversations related to sensitive information, utilizing considerable diplomacy and judgment Assist with various administrative aspects of the department management Required Qualifications: 3+ years' experience as an Administrative Assistant or comparable level of experience as a Senior Administrative Assistant Demonstrated ability in either current or prior positions to interact with senior level executives Ability to work independently, multi-task, manage time wisely; handle confidential and sensitive material with highest degree of integrity Strong executive presence; superior interpersonal communications skills Must be proficient in MS Outlook Ability to multi-task in an urgent and deadline-driven environment Accuracy/quality control - must demonstrate accuracy & thoroughness and monitor own work to ensure quality Excellent attention to detail and organizational skills Pro-active attitude with ability to stay focused and maximize time efficiently Skills: Administrative Services Attention to Detail Customer and Client Focus Planning Prioritization Adaptability Collaboration Event Planning Office Administration Problem Solving Facilities Management Oral Communications Recording/Organizing Information Research Written Communications Shift: 1st shift (United States of America) Hours Per Week: 40

Under general supervision, provides administrative support for a department or group. Handles a wide variety of clerical and administrative function of the office. May be responsible for confidential and time sensitive material. Prepares routine correspondence including letters, memoranda, and reports. Screens telephone calls and visitors. Schedules appointments, meetings, and travel itineraries. Other duties as assigned. Required Skills Intermediate knowledge of Microsoft Office Suite including Excel and PowerPoint. Requires knowledge of organization policies and practices. Possess a strong work ethic and a high level of professionalism. A team player who handles multiple projects simultaneously in a fast paced environment.

We are seeking a detail-oriented and organized Administrative Assistant to provide essential support to our office operations. The ideal candidate will be professional, dependable, bilingual, and capable of managing multiple tasks while maintaining a welcoming and efficient office environment. Responsibilities * Greet clients and visitors with a positive and professional attitude * Answer and direct phone calls and emails in a timely manner * Receive and distribute incoming and outgoing mail * Process burn permits accurately and efficiently * Maintain office supplies and place orders as needed * Assist with filing, scanning, and organizing documents * Provide general administrative support to staff as needed * Assist Human Resources with administrative tasks as required Requirements * Bilingual (required) * Willing to be HIPAA certified after hired * Proven experience as an Administrative Assistant or similar role preferred * Excellent communication and interpersonal skills * Ability to prioritize tasks and manage time effectively * High school diploma or equivalent required; additional qualifications in Office Administration are a plus * Ability to work a full-time schedule Benefits * 401(k) * Health insurance * Dental insurance * Vision insurance * Life insurance * Supplemental benefits * Paid time off Equal Opportunity Employer, including disabled and veterans. View Company Information To see other positions, click here.

Top reasons to work for SMA Healthcare: * Career growth and advancement potential * Great benefits such as: Health, Dental, Vision, Life, & Disability Insurance * Tuition Reimbursement * Paid Personal Leave and Paid Holidays * 403b Retirement Plan (matches one to one of employee contribution for the first 3%, then a 50% match on the next 6% of employee contribution) Essential Job Functions: * Receives telephone calls and answers questions; coordinates communication between the team and persons served; schedules appointments; gives information to callers and works with callers to relieve urgent situations or temporarily manage them until other staff are available; decides when and how to quickly refer calls to other staff. * As required by program, prepares the monthly staff work schedule and recommends and revises policies and procedures pertaining to the schedules. * Orders and maintains program supplies and equipment, and schedules maintenance on program vehicles. * Processes a variety of correspondence, requests, and reports; reviews and researches subject matter and prepares replies; processes a variety of department reporting, purchasing, and legal documents. * Sets up and maintains complex department filing and records system; maintains client, facility, personnel, and other files in accordance with program policies, procedures, and requirements; assists with quality assurance requirements for files. * Acquires client authorizations and requests records as required by the assigned program. * Manages and documents all cash transactions with receipts signed by recipient upon receiving cash. * Completes all data input and coordinates the computer and management information systems for the assigned program(s). * Manages calendars for assigned staff. * Registers assigned team members for special events, conferences, webinars, etc., makes travel arrangements, and submits forms for mileage. * Interacts with all levels of staff, including Board members. * Assists with coordinating special events. * Reconciles credit card transactions. * Schedules, attends and records minutes for assigned meetings. * Demonstrates familiarity with State and Federal guidelines, contract requirements and any ACHA and DCF Standards. * Collects, organizes, documents, and files occurrence reports in the agency's Electronic Medical Record. * Monitors receipt of program safety report and follows-up as needed. * Performs miscellaneous job-related duties as assigned. Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Minimum Education and/or Experience: Possession of a high school diploma. Two years of experience in an administrative assistant capacity, accounts receivable, and/or data entry preferred. Completed college or related vocational training may be considered on a year-for-year basis for the required experience. Knowledge/Skills/and Abilities: * Knowledge of accounting/bookkeeping/insurance requirements. * Ability to enter data quickly and accurately. * Ability to make mathematical calculations. * Ability to maintain, verify, and reconcile records and accounts. * Ability to recognize and correct errors. * Ability to use various computer programs, including Microsoft Word and Excel. * Ability to prepare clear and concise reports. * Ability to communicate effectively and maintain effective working relationships with co-workers. Necessary Special Requirements: Possession of a valid Florida driver's license, acceptable driving record, and proof of personal automobile insurance if required to drive an SMA vehicle and/or use a personal vehicle for SMA business. Complete State of Florida mandatory background screening prior to start of employment. Complete SMA required training during the first six (6) months of employment and updated if required. Physical: Mobility and ability to bend and reach during an 8-12 hour day. Able to lift minimum 10 pounds. Visual and auditory acuity sufficient to evaluate, intervene, treat, and record client health care needs. Fine motor skills for legible and accurate charting, daily correspondence and presentation, either manually or orally. Work endurance ability to work 8-12 hour shifts with a meal break, as possible. Routine 8-12 hour shifts. Hours and days off may vary. Extra hours may be required. Work assignment locations may vary.

Job DescriptionDescription: Administrative Assistant Who We Are MAY Management Services, Inc. is Florida's premier provider of homeowner, condominium, and commercial property management services, with over 34 years of professional association management expertise. What You'll Do As an Administrative Assistant, you will play a vital role in ensuring smooth operations and excellent client service by: Handling incoming calls and directing communications appropriately. Supporting Community Managers by managing association records, communications, and project statuses. Preparing Board meeting packets, compliance letters, and work orders. Managing community websites and processing architectural review applications. Collaborating with Community Managers and Client Accountants to maintain high client satisfaction. Responding to homeowner inquiries professionally and promptly. Requirements: What You'll Need Strong organizational and prioritization skills. Any background coming from HOA or property management is a BIG plus! Excellent written and verbal communication abilities. Ability to work independently and efficiently in a fast-paced environment. High sense of urgency and professionalism. Proficiency in MS Office and VMS applications. Education & Experience High School Diploma or GED required. Familiarity with association covenants, maintenance personnel, and vendor processes is preferred. What's In It for You Competitive pay and comprehensive benefits, including medical, dental, vision, and life insurance. Short-term and long-term disability coverage. Supplemental policies for critical illness, cancer protection, and more. Join MAY Management Services and be part of a dynamic team dedicated to delivering exceptional service!