Executive Administrative Assistant

Reporting Structure

This position will report directly to our Strategic Account Executive.

The Work

The Executive Administrative Assistant for the Strategic Account Executive helps to facilitate a smooth and efficient operation of the Client Results team by performing a variety of clerical and administrative tasks. This role requires a highly organized, proactive, and adaptable individual who can prioritize tasks, handle multiple responsibilities, and contribute to a positive and collaborative work environment. The Executive Administrative Assistant is an exempt role based in Jacksonville, FL and will report to the Strategic Account Executive.

Key Responsibilities will include:

• Assist with team huddles, Bullhorn workflow documentation, etc.
• Assist with arranging interviews, coordinating schedules with clients and candidates.
• Prepare various reports detailing the administrative information handled by the position.
• Provide program support as needed such as reporting, tracking, updates, etc.
• Manage internal and external communications, including phone calls, emails, and mail, maintaining the 24-hour rule.
• Draft, proofread, and edit documents such as presentations, reports and emails.
• Serve as the primary contact for the Strategic Account Executive to client(s) and internal stakeholders while they are traveling or out of the office.
• Coordinate and schedule travel, meetings, and appointments.
• Update and maintain calendars and schedules.
• Assist in managing client relationships by responding to inquiries, coordinating meetings, and facilitating communication between assigned Account Executives and clients.
• Support Strategic Account Executive with “Rad Genny” and client-related gifting efforts.
• Partner with Strategic Account Executive, Delivery and HR to plan and execute go-live projects.
• Attend, coordinate and collaborate with the Quality & Experience department regarding client and consultant events, onsite events and virtual events.
• Maintain and update Bullhorn as needed ensuring accuracy of information, activities and contacts.
• Track, verify, and audit documents and information including but not limited to Weekly Status Reports, Hour Reports, Statement of Work (SOW), etc.
• Exercise discretion and sound judgment with sensitive information, maintaining confidentiality with proprietary information.
• Create and maintain filing systems, both electronic and physical, and spreadsheets for reporting.
• Performs other related duties as assigned.

We’re Looking for Someone Who:

• Exceptional oral and written communication skills
• Ability to make independent decisions on a daily basis, addressing the best way to handle specific tasks.
• Ability to analyze information, make objective decisions, and solve problems.
• Strong attention to detail and ability to identify errors, inconsistencies or opportunities for improvement.
• Strong proficiency in MS Excel and other spreadsheet solutions.
• Proficient in MS Office (Outlook, Excel, MS Word, and MS PowerPoint, in particular).
• Impeccable attention to detail with a resourceful mindset.
• Proactive approach to situations and problem solving.
• Ability to anticipate needs and think quickly.
• Aptitude for numbers and exceptional commitment to accuracy.
• Outstanding time management skills with the ability to multi-task and prioritize workloads.
• Strong organizational skills
• Friendly and outgoing personality with a desire and willingness to serve.

Required Education and Work Experience:

• Bachelor’s degree or equivalent experience required.
• Proven experience as an executive administrative assistant or similar role, preferably in a sales or business environment required
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Bullhorn and/or other Applicant Tracking System (ATS) preferred.

Compensation

• Competitive base salary and bonus.
• Generous incentive program.
• Generous health benefits.
• Generous vacation, holiday and family leave policies.