Administrative Assistant

POSITION: Administrative Assistant DEPARTMENT: Administration FLSA STATUS: Hourly/Full-time/Non-exempt Essential Duties and Responsibilities Assists with administrative, clerical and organizational tasks Updates events on GM and HR calendars Schedules orientations for HR Manages appointments for the General Manager and tracks them on Outlook Calendar Composes, prepares and manages routine correspondence Prepares and submits expense reports Organizes and maintains file system for HR and GM and files correspondence and other records. Conducts research and compiles various statistical reports. Coordinates and arranges executive staff and other meetings, prepares agendas, reserves and prepares meeting location Prepares requisitions for signatures Creates new hire packages Audits files Makes copies of correspondence or other printed materials. Prepares outgoing mail and correspondence, including e-mail and faxes. Orders and maintains supplies, and arranges for equipment maintenance. May be required to deliver documents to clients and/ or business associates including the mayor’s office and city council Build Spreadsheets, PowerPoint Presentations and word documents based on information provided Other duties may be assigned Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience Minimum Associates Degree in Administration or related field preferred Two years related administrative assistant experience required Driver’s License with the ability to pass City Driving Certification MUST be proficient in Word, Excel and PowerPoint Prior experience utilizing Outlook calendar required Skills and Abilities Ability to use all office equipment, computer, calculator, fax machines, copy machines Ability to prioritize tasks and to handle multiple tasks at a time Good communication, problem solving and organizational skills Excellent customer service and public relations skills MUST have good telephone etiquette Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours Normal business hours are Monday-Friday 8:00am to 5:00pm, but some nights may be required. Note While performing the duties of this job, the employee is regularly required to sit for long hours; use hands to handle files, type and operate office machines; to talk and hear on the telephone. Specific vision abilities required by this job include close vision to handle office correspondence. The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position. To Apply Apply at- www.jaxevents.com External candidates: Recruiter- Kimberly Escolano ASM Global Jacksonville 300 A Philip Randolph Blvd Jacksonville FL 32202 Applicants that need reasonable accommodations to complete the application process may contact 904-630-3900 ASM is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor. Our Work Experience is the combination of everything that's unique about us: our culture, our core values, our company meetings, our commitment to sustainability, our recognition programs, but most importantly, it's our people. Our employees are self-disciplined, hard working, curious, trustworthy, humble, and truthful. They make choices according to what is best for the team, they live for opportunities to collaborate and make a difference, and they make us the #1 Top Workplace in the area.