Executive Assistant

Job Title: Executive Assistant

Location: Jacksonville, Florida, United States

Type: Full Time

Our client is looking for an Executive Administrative Assistant to provide strategic and operational support to senior leadership, including the President and Vice President of Sales and Supply Chain. This role serves as a key liaison across departments and plays a critical part in ensuring smooth executive operations.

Key Responsibilities

• Manage complex calendars, coordinate meetings, and document key discussions through detailed minutes
• Handle incoming requests, prioritize tasks, and proactively resolve scheduling conflicts
• Plan and coordinate travel logistics, including flights, accommodations, and ground transportation for senior leaders and international guests
• Support executive-driven initiatives and special projects, including preparation of weekly updates covering financials, progress, and action items
• Organize and assist with internal meetings, company events, and sales team activities
• Provide coordination for sales events, tradeshows, customer visits, and internal programs
• Prepare and distribute recurring business reports, including sales performance, inventory updates, and margin analysis
• Participate in sales meetings, track action items, and ensure timely follow-ups
• Assist in executing customer engagement programs such as onboarding and appreciation initiatives
• Take on additional administrative and operational responsibilities as needed

Required Qualifications

• High School Diploma (Bachelor’s degree preferred)
• Minimum 4 years of administrative or executive support experience
• Strong proficiency in Microsoft Office (Excel, Word, Outlook); advanced Excel skills are highly desirable
• Experience with expense management tools such as Concur is a plus
• Ability to work independently in a fast-paced, high-pressure environment
• Excellent organizational, multitasking, and prioritization skills
• Strong attention to detail and follow-through
• Effective communication and interpersonal skills
• Adaptability and ability to manage shifting priorities

Preferred Qualifications

• Prior experience supporting executive-level leadership
• Bilingual proficiency in English and Spanish