City Wide Facility Solutions is hiring: Executive Assistant to Vice President in

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