Administrative Assistant (Level III)

Job Title: Administrative Assistant (Level III)
Location: 50 N. Laura St., Jacksonville, FL 32202
Pay Rate: $20.77/hour (W2, paid weekly)
Schedule: Standard business hours
Work Arrangement: Hybrid (Minimum 3 days onsite per week; onsite required Day 1)
Start Date: ASAP (pending completion of onboarding)
Contract Duration: 12 months, with potential for extension or full-time conversion
Benefits: Medical, Dental, Vision

Position Summary:

The Administrative Assistant (Level III) provides high-level, confidential administrative support to the GT Quality Assurance Executive. This role requires strong organizational skills, executive presence, and the ability to manage multiple priorities in a fast-paced environment.

Primary responsibilities include extensive calendar management, travel coordination, expense processing, executive communications, and administrative support. The ideal candidate demonstrates sound judgment, discretion, and professionalism while interacting with senior leadership and external stakeholders.

 Key Responsibilities:

- Provide executive-level administrative support to the GT Quality Assurance Executive
- Proactively manage complex and frequently changing calendars, resolving scheduling conflicts effectively
- Coordinate meetings (in-person and virtual), including telepresence arrangements and off-site events
- Plan and manage complex travel itineraries, ensuring efficiency and optimal time management
- Prepare and submit expense reimbursements accurately and timely
- Draft memoranda, correspondence, and other written communications
- Prepare meeting agendas, materials, and detailed meeting minutes
- Maintain accurate records and documentation
- Serve as a liaison with internal executives, line management, and external partners
- Coordinate events where the executive serves as corporate chair, director, or committee member
- Answer and manage executive phone line, exercising discretion and professionalism
- Support sensitive communications and handle confidential information with integrity
- Assist with departmental administrative functions and project coordination

Required Qualifications:

- 3+ years of experience as an Administrative Assistant or Senior Administrative Assistant
- Proven experience supporting senior-level executives
- Strong executive presence and superior interpersonal communication skills
- Advanced proficiency in Microsoft Outlook
- Ability to work independently, manage multiple priorities, and meet deadlines
- Demonstrated ability to handle confidential and sensitive information with discretion
- Strong organizational skills and exceptional attention to detail
- Ability to maintain accuracy and quality control in all work
- Proactive, adaptable, and solutions-oriented mindset

Preferred Qualifications:

- Administrative Services experience
- Event Planning and Coordination
- Project Administration and Task/Deliverables Management
- Customer and Client Focus
- Planning and Prioritization
- Collaboration and Team Support
- Facilities Management knowledge
- Research and Problem-Solving skills
- Strong written and oral communication abilities
- Recording and organizing information effectively