Administrative Assistant

FULLTIME: 10/12/26 - 10/11/27
LOCATION: Jacksonville, FL (Hybrid 3/2)
SCHEDULE: M-F
PAY RANGE: $20.75/HR
(Exact compensation may vary based on skills, experience, and location. Base pay information is based on market location.)

JOB DESCRIPTION:

We are seeking a proactive and highly organized Administrative Assistant to provide onsite support to executives and teams. This role is critical in ensuring smooth day-to-day operations, effective coordination, and a seamless in-office experience. The ideal candidate is detail-oriented, responsive, and able to manage multiple priorities in a fast-paced environment.

The Administrative Assistant role is focused on providing dedicated onsite administrative support. The position will support the planning and execution of new hire onboarding, onsite meetings, team offsites, and general office needs, while assisting with meeting preparation and day-to-day organizational support.

In addition, the Administrative Assistant may be responsible for delivering day-to-day administrative, executive, and business support. This may include calendar management, meeting coordination, business travel arrangements, and expense processing. The role requires a high level of professionalism, confidentiality, and discretion, along with the ability to balance multiple priorities and respond to requests in a timely, adaptable, and personable manner.

• Coordinate end-to-end new hire onboarding support, including equipment and technology ordering, badge and building access setup, and on-site support (e.g., workspace readiness, supply ordering) to ensure a seamless day-one (and beyond) experience.

• Serve as an onsite point of contact for scheduling, workspace coordination, and in-office needs

• Plan and support meetings, events, and leadership sessions (room bookings, materials, catering, and logistics)

• Provide day-to-day administrative support to executives and/or teams, including onboarding resources support, calendar management, meeting coordination, and travel logistics

• Manage expense reports, purchase requests, and vendor coordination as needed

• Coordinate visitor access, onboarding logistics, and onboarding support for new hires

• Maintain organization of shared documents, trackers, and administrative processes

• Proactively identify and resolve scheduling conflicts or operational challenges

• May order supplies through GEPSmart for floor (paper, pantry items, soap, cups, etc.)

• Assist with event planning, including food orders, arrange conference rooms, coordinate with tech support, add necessary TPs and MS TEAMS

• Plan executive travel including hotel, transportation, restaurant reservations as necessary

• Manage expense reports on monthly basis using Concur

• Manage building access for executives, teammates and visitors, as necessary

Required Qualifications

• 3 years of administrative or office support experience, preferably in a corporate environment

• Strong organizational skills with the ability to manage multiple priorities

• Excellent communication and interpersonal skills

• Adept at using a variety of software programs and applications and can help find solutions for moderately difficult issues (Concur, MS TEAMS, MyFacility, visitor registration, ARM, GEPSmart, etc.)

• High level of professionalism and ability to handle sensitive information with discretion

• Proficiency in Microsoft Office (Outlook, Teams, Excel, PowerPoint)

Ability to work onsite and provide hands-on support as needed

Desired Qualifications

• Demonstrated experience providing onsite support to senior leaders and/or multiple executives, ensuring seamless day-to-day operations in the office

• Strong problem-solving skills with the ability to anticipate and address onsite needs proactively

• Experience coordinating onsite events, large meetings, and in-office logistics, including setup and execution

Proven ability to operate independently in an onsite environment while also collaborating effectively with broader teams

WORKING CONDITIONS:

• May on occasion be exposed to loud sounds and distracting noise levels, such as from office equipment.
• The ability to lift up to 30lbs
• Use of computers and technology

Here at Canon Recruiting, People are our priority, and we are committed to Include Diversity in every segment of who we are. It is only through our Diversity, we are made a stronger organization, and increase our ability to provide top tier candidates that our clients have come to know Canon for. We have an inclusive environment all employees are celebrated for their unique differences. The different perspectives and experiences of our workforce give us the competitive advantage that is essential for success in an ever-changing market. By promoting inclusion with the same enthusiasm, we devote to quality and competency, and using the experience from a diverse assortment of backgrounds and experiences, Canon is able to improve the services and value we deliver to clients, employees, and customers. At Canon, Diversification and Inclusiveness are much more than a corporate ambition; they are a critical component in our daily corporate life.

Canon Recruiting is committed to a diverse and inclusive workplace. Canon Recruiting is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

The pay range for this position is listed above. Base pay information is based on market location.
We will consider for employment qualified applicants with arrest and conviction records. Our range of benefits may include health care and 401(k) savings plans.
For individuals with disabilities who would like to request an accommodation, please email hr@canonrecruiting.com