City Wide Facility Solutions
Executive Assistant to Vice President
City Wide Facility Solutions, Jacksonville, Florida, United States, 32290
Job Title: Executive Assistant to Vice President
Objective: To provide high-level administrative support and coordination for the Vice President, ensuring seamless day-to-day operations and efficient execution of key responsibilities.
Base Pay Range $22.00/hr - $25.00/hr
Responsibilities
Office Operations Management:
Oversee and support all administrative duties in the office to ensure smooth and efficient operations.
Reception Duties:
Serve as the point of contact for the Vice President, including greeting visitors and managing calls as needed.
Travel Coordination:
Arrange comprehensive travel plans for the Vice President and accompanying personnel, covering flights, accommodations, and ground transportation.
Expense Management:
Process credit card statements by reconciling charges, disputing questionable transactions, and maintaining organized records of receipts.
Confidentiality:
Safeguard all sensitive information encountered while performing duties.
Collaboration:
Liaise with team members and other departments to ensure timely completion of tasks and projects.
Meeting Preparation:
Organize materials, presentations, and technology required for the Vice President’s meetings and presentations.
Event Support:
Assist in checking premium areas during stadium events with attendance exceeding 10,000 and support arena events as needed.
Cross-Department Liaison:
Act as a representative for the executive team, fostering relationships and communication across all departments.
Scorecard Facilitation:
Collect and consolidate data for the monthly Scorecard Presentation, ensuring timely delivery and accuracy.
Leadership Meetings:
Prepare agendas and materials for monthly Leadership Team Meetings.
Document Management:
Create and maintain organized files of correspondence, reports, and other key documents.
Communication and Reporting:
Draft, edit, and format correspondence, spreadsheets, and reports with a focus on professionalism and attention to detail.
Project Management:
Execute special projects with regular progress updates, ensuring deadlines are met without prompting.
Office Support:
Perform a variety of ad hoc office manager duties to maintain a well-functioning workspace.
Event Planning:
Organize key events such as QLM meetings, CWFS’s annual Kick-Off Party, and team-building activities, including logistics and on-site support.
Accounting Assistance:
Prepare reports and support accounting tasks for the Vice President.
Front Desk Relief:
Provide front desk support as needed.
Position Requirements
Professionalism:
Exhibit a friendly and positive demeanor with clients, colleagues, and stakeholders.
Accuracy and Organization:
Deliver error‑free work and maintain an organized workspace.
Proactive Follow‑Through:
Track and complete tasks independently, ensuring progress is communicated regularly.
Prioritization:
Demonstrate an ability to balance competing priorities effectively.
Anticipation and Initiative:
Foresee the needs of the executive team and act without prompting.
Technical Aptitude:
Be proficient with office technology and software, serving as a resource for team members.
Time Management:
Manage multiple tasks with a sense of urgency while maintaining high standards.
Leadership and Stability:
Handle complex projects calmly and competently, fostering collaboration.
Growth Mindset:
Embrace feedback, challenges, and opportunities for personal and professional development.
Education
Bachelor’s degree or equivalent work experience.
Experience
Minimum of 5 years in an administrative or executive assistant role.
Travel Requirements
None.
Knowledge, Skills, and Abilities
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher).
Familiarity with CRM databases (preferred).
Strong communication and organizational skills.
Ability to handle sensitive information with discretion.
Job Type: Full‑time Benefits
401(k)
401(k) matching
Health insurance
Paid time off
Availability
Ability to commute: None specified.
Relocation: Preferred to relocate to Jacksonville, FL 32257 before starting work.
Other Details
Seniority level: Mid‑Senior level
Employment type: Full‑time
Job function: Administrative
Industry: Facilities Services
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Base Pay Range $22.00/hr - $25.00/hr
Responsibilities
Office Operations Management:
Oversee and support all administrative duties in the office to ensure smooth and efficient operations.
Reception Duties:
Serve as the point of contact for the Vice President, including greeting visitors and managing calls as needed.
Travel Coordination:
Arrange comprehensive travel plans for the Vice President and accompanying personnel, covering flights, accommodations, and ground transportation.
Expense Management:
Process credit card statements by reconciling charges, disputing questionable transactions, and maintaining organized records of receipts.
Confidentiality:
Safeguard all sensitive information encountered while performing duties.
Collaboration:
Liaise with team members and other departments to ensure timely completion of tasks and projects.
Meeting Preparation:
Organize materials, presentations, and technology required for the Vice President’s meetings and presentations.
Event Support:
Assist in checking premium areas during stadium events with attendance exceeding 10,000 and support arena events as needed.
Cross-Department Liaison:
Act as a representative for the executive team, fostering relationships and communication across all departments.
Scorecard Facilitation:
Collect and consolidate data for the monthly Scorecard Presentation, ensuring timely delivery and accuracy.
Leadership Meetings:
Prepare agendas and materials for monthly Leadership Team Meetings.
Document Management:
Create and maintain organized files of correspondence, reports, and other key documents.
Communication and Reporting:
Draft, edit, and format correspondence, spreadsheets, and reports with a focus on professionalism and attention to detail.
Project Management:
Execute special projects with regular progress updates, ensuring deadlines are met without prompting.
Office Support:
Perform a variety of ad hoc office manager duties to maintain a well-functioning workspace.
Event Planning:
Organize key events such as QLM meetings, CWFS’s annual Kick-Off Party, and team-building activities, including logistics and on-site support.
Accounting Assistance:
Prepare reports and support accounting tasks for the Vice President.
Front Desk Relief:
Provide front desk support as needed.
Position Requirements
Professionalism:
Exhibit a friendly and positive demeanor with clients, colleagues, and stakeholders.
Accuracy and Organization:
Deliver error‑free work and maintain an organized workspace.
Proactive Follow‑Through:
Track and complete tasks independently, ensuring progress is communicated regularly.
Prioritization:
Demonstrate an ability to balance competing priorities effectively.
Anticipation and Initiative:
Foresee the needs of the executive team and act without prompting.
Technical Aptitude:
Be proficient with office technology and software, serving as a resource for team members.
Time Management:
Manage multiple tasks with a sense of urgency while maintaining high standards.
Leadership and Stability:
Handle complex projects calmly and competently, fostering collaboration.
Growth Mindset:
Embrace feedback, challenges, and opportunities for personal and professional development.
Education
Bachelor’s degree or equivalent work experience.
Experience
Minimum of 5 years in an administrative or executive assistant role.
Travel Requirements
None.
Knowledge, Skills, and Abilities
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher).
Familiarity with CRM databases (preferred).
Strong communication and organizational skills.
Ability to handle sensitive information with discretion.
Job Type: Full‑time Benefits
401(k)
401(k) matching
Health insurance
Paid time off
Availability
Ability to commute: None specified.
Relocation: Preferred to relocate to Jacksonville, FL 32257 before starting work.
Other Details
Seniority level: Mid‑Senior level
Employment type: Full‑time
Job function: Administrative
Industry: Facilities Services
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