Executive Administrative Assistant

We Are Looking for the Person Who Keeps Things From Falling Through the Cracks

We are a small, established Jacksonville company looking for an experienced Executive Administrative Assistant to work directly with the owner.

This is probably not the right job for someone who wants to sit at a desk, wait for instructions, complete a list, and go home.

It may be exactly the right job for someone who likes knowing what is going on, keeping track of unfinished business, noticing what everyone else missed, and quietly making sure things get done.

Our office is small.

It is professional, but not corporate.

It can be busy, relaxed, serious, funny, occasionally unpredictable, and sometimes all of those things before lunch.

What matters to us is simple:

The work gets done.
The details get handled.
Important things do not disappear.

We are looking for someone who takes pride in being that person.

The Hours Are Flexible

We are open to the right person working approximately 30 hours per week or a traditional 40-hour full-time schedule.

We also have considerable flexibility regarding starting and ending times.

There is no prize for sitting behind a desk simply because the clock says you should be there. What matters is reliability, communication, availability when needed, and getting the job done well.

For the right person, we are willing to build a schedule that works for both of us.

What You Will Actually Do

This is a varied position.

On any given day, you may be:

• Managing calendars, appointments, deadlines, and follow-up items
• Coordinating travel, meetings, or occasional events
• Preparing, organizing, proofreading, or maintaining documents and correspondence
• Keeping electronic and physical records organized
• Maintaining company contacts, databases, and important information
• Working with attorneys, legal assistants, accountants, vendors, and other professionals
• Tracking projects and making sure outstanding items keep moving
• Researching an issue or gathering information
• Assisting with both business and occasional personal administrative matters
• Handling confidential information that requires discretion and good judgment
• Looking at something that needs to be done and taking care of it before anyone has to ask twice

There will be routine administrative work.

There will also be days when something unexpected lands on the desk and the answer is simply:

Let me figure this out.

That attitude matters here.

What Matters More Than a Perfect Résumé

We do require at least five years of administrative, executive assistant, office management, or comparable professional experience.

Beyond that, we are looking for someone who:

• Is exceptionally organized
• Has strong written and verbal communication skills
• Writes and proofreads well
• Pays attention to details
• Keeps promises and follows through
• Can manage several priorities without losing track of any of them
• Is comfortable working independently
• Knows when to make a decision and when to ask a question
• Can learn new systems and software without being intimidated by them
• Handles confidential information appropriately
• Has enough confidence to take ownership of the position
• Has enough humility to say, “I don’t know, but I’ll find out.”

You should be proficient with Microsoft Word, Excel, Outlook, and PowerPoint and comfortable working with databases, contact-management systems, and other business software.

Legal administrative experience is a plus because we regularly communicate with attorneys and deal with documents that require accuracy, although we are not a law firm.

Florida Notary Public is preferred. If you are the right person and are not currently a notary, we can discuss having you become commissioned.

A Little About the Office

We have been in business for more than 25 years.

This is a small office where people know one another, personalities matter, and a sense of humor is welcome.

We are not interested in creating layers of bureaucracy, endless meetings, or corporate theater.

We do expect people to care about their work.

There is a big difference between being casual about the atmosphere and being casual about responsibility.

We are the first.

Not the second.

The Person Who Will Probably Love This Job

You may be the right fit if you are the person friends, family members, or previous employers tend to rely on because:

“You always know where everything is.”
“You remembered that.”
“You already took care of it?”

Those little sentences tell us more than a résumé sometimes does.

We are looking for someone who wants more than a temporary stop between jobs. Ideally, we would like to find a person who can become an important and trusted part of the operation for years to come.

Schedule

• 30–40 hours per week
• Part-time or full-time
• Monday through Friday
• Daytime hours
• Considerable flexibility in establishing the regular schedule
• Exact hours can be discussed based on the needs of the successful candidate and the requirements of the position

If you read this posting and thought, “They are describing me,” we would genuinely like to hear from you.

Pay: $25.00 - $32.00 per hour

Expected hours: No less than 30.0 per week

Benefits:

• 401(k) matching
• Flexible schedule
• Paid time off

Education:

• High school or equivalent (Required)

Experience:

• Administrative: 5 years (Required)

Work Location: In person

Salary : $25 - $32