Date posted
September 24, 2024
Employment Type
Full-time
Industry
Transportation
Job Location
Jacksonville, FL
Base Salary
$47,000-$62,126 Per year
Position title
Executive Assistant, Portwide Operations - JAXPORT
Description
JAXPORT is now accepting applications for the following position:
Executive Assistant, Portwide Operations
Please apply by 5:00 p.m. Monday, October 7, 2024.
Responsibilities
JOB SUMMARY
The Executive Assistant, Portwide Operations will be responsible for the coordination of activities and ensuring timely flow of information to and from the Chief Operating Officer office. Handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment with ability to bring together cross-function coordination between departments.
Qualifications
ESSENTIAL FUNCTIONS
- Manages external contacts, proactively understanding who they are, which are priority contacts and keeps track of periodic communication needed for priority contacts. Ensures important communications with contextual and background information are provided.
- Anticipates the needs and proactively brings together appropriate people and resources to support the executive(s) in addressing issues.
- Prepares meeting agenda, meeting minutes and cost center budgets when necessary; assists with and provides research/background information, content development, and creation of presentations and coordinate meetings.
- Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants as well as clients to coordinate a variety of complex executive meetings with constant awareness of daily schedule.
- Manages the daily schedule, effectively communicating schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.
- Develops and maintain a system that alerts to upcoming deadlines on incoming requests or events.
- Manages flexible schedule and complex travel arrangements in a professional environment. Prepares travel reimbursement in a timely manner in accordance with the JAXPORT Travel Procedures upon trip completion.
- Manages travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, JAXPORT marketing materials, and other necessary preparations.
- Understands organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
- Ensures that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
- Assists in the timely management of all communication, written, via phone, e-mail and voice mail with a variety of constituents; compose letter and statements requiring interpretation and application of JAXPORT policies, rules and regulations and monitoring follow up with all distributions that require answers, responses, and written replies.
DIRECT REPORTS
This position does not supervise employees.
OTHER DUTES
Performs other duties as required or assigned.
Skills
Experience:
- Minimum of eight to ten years’ experience supporting C-level Executives required.
- Experience in public sector/maritime experience preferred.
- Extensive experience in administrative preparation of presentations required.
License/Certifications: N/A
Knowledge:
- Superior knowledge of Outlook and Microsoft Office Suite.
Skills Required:
- High level of professionalism with strong verbal and written communications.
- Excellent computer skills with strong proficiency in Microsoft Office Suite.
- Ability to handle sensitive issues in confidence is essential
- High professional demeanor and ability to use sound judgment in resolving problems.
- Highly proficient in administrative preparation of board presentations.
- Ability to stay focused, efficient, and effective in managing multiple priorities with competing deadlines.
- Able to work independently, take initiative in a fast-paced environment.
- Must be able to use independent judgment to screen and prioritize communications and opportunities from external and internal sources, and organize administrative processes.
- Able to effectively collaborate with internal team, cross-functional team and outside stakeholders.
Travel: Minimal to none.
Other Requirements:
- Must be able to obtain and maintain a Transportation Workers Identification Credential (TWIC) during employment.
PHYSICAL REQUIREMENTS
- Frequently remain in a stationary position.
- Frequently move, traverse inside office or on JAXPORT property to accomplish job duties.
- Frequently operate, use or handle equipment, tools, computers and other office machinery.
- Rarely/Never ascend, descend, work atop, traverse on ladders, equipment and buildings to perform maintenance and safety functions. Heights up to 200 feet.
- Rarely/Never position self to move, to maintain or repair equipment on terminal or in office.
- Constantly detect, determine, identify, recognize, observe, inspect to read and use computers.
- Constantly detect, converse with, convey, exchange information with others via radio, telephone. Ability to listen to equipment to troubleshoot
- Continuously move, transport and position, material up to 10 pounds and frequently up to 25 pounds.
WORKING CONDITIONS
Relatively free from unpleasant environmental conditions or hazards. Office environment or local travel for meetings or functions.
Education
- High School diploma or equivalent required.
- Completion of an administrative, business or office technology training program preferred.
About JAXPORT
JAXPORT will make reasonable accommodations in compliance with the Americans with Disabilities Act.
AN EO/EA, ADA AND VETERANS PREFERENCE EMPLOYER
