POSITION: Administrative Assistant

FULLTIME/PARTTIME: Fulltime

LOCATION: Jacksonville, FL (Hybrid)

ASSIGNMENT: ASAP start with no later start than 5/25/2026- 5/24/2027 (temp to hire)

SCHEDULE: 40hrs M-F 8am-5pm

PAY RANGE: $20.77 HOURLY PAID WEEKLY
(Exact compensation may vary based on skills, experience, and location. Base pay information is based on market location.)

Position Summary
This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering, and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

Duties:

Provide executive administrative support to the GT Quality Assurance Executive. Principal duties are managing the schedule of the Executive, including meetings, tele-presence and travel; scheduling staff events; coordinating and responding to correspondence and requests from outside groups and senior management of the Company; typing memoranda and correspondence; maintenance of accurate records; preparing expense reimbursement; and other related administrative duties.

• Communicates with executives and line management to gather and convey relevant information
• Answers manager's phone line, documenting accurate messages and handling calls with appropriate judgment
• Proactively manages the calendar of multiple stakeholders, effectively resolving conflicts that arise in a professional manner
• Manages all travel planning and expenses, coordinating schedules for executive to maximize time and create efficiencies
• Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills
• Liaises with outside groups to coordinate events where the executive is a corporate chair, director, or committee member ages in high-level client contact and supports conversations related to sensitive information, utilizing considerable diplomacy and judgment
• Scheduling of meetings and calendar management.
• Accurately arrange complex, detailed, and frequently changing travel plans and itineraries
• Assist with various administrative aspects of the department management

Primary Skill:
Microsoft Outlook

Secondary Skill
Project Administration / Tasks / Deliverables Mgmt

Required Qualifications

• 3+ years’ experience as an Administrative Assistant or comparable level of experience as a Senior Administrative Assistant
• Demonstrated ability in either current or prior positions to interact with senior level executives
• Ability to work independently, multi–task, manage time wisely; handle confidential and sensitive material with highest degree of integrity.
• Strong executive presence; superior interpersonal communications skills
• Must be proficient in MS Outlook
• Ability to multi-task in an urgent and deadline-driven environment
• Accuracy/quality control – must demonstrate accuracy & thoroughness and monitor own work to ensure quality
• Excellent attention to detail and organizational skills
• Pro-active attitude with ability to stay focused and maximize time efficiently

Desired Qualifications

• Administrative Services
• Attention to Detail
• Customer and Client Focus
• Planning
• Prioritization
• Adaptability
• Collaboration
• Event Planning
• Problem Solving
• Research
• Facilities Management
• Office Administration
• Oral Communications
• Recording/Organizing Information
• Written Communications

WORKING CONDITIONS:

• May on occasion be exposed to loud sounds and distracting noise levels, such as from office equipment.
• The ability to lift up to 30lbs
• Use of computers and technology

Here at Canon Recruiting, People are our priority, and we are committed to Include Diversity in every segment of who we are. It is only through our Diversity; we are made a stronger organization and increase our ability to provide top tier candidates that our clients have come to know Canon for. We have an inclusive environment all employees are celebrated for their unique differences. The different perspectives and experiences of our workforce give us the competitive advantage that is essential for success in an ever-changing market. By promoting inclusion with the same enthusiasm, we devote to quality and competency and using the experience from a diverse assortment of backgrounds and experiences, Canon can improve the services and value we deliver to clients, employees, and customers. At Canon, Diversification and Inclusiveness are much more than a corporate ambition; they are a critical component in our daily corporate life. Canon Recruiting is committed to a diverse and inclusive workplace. Canon Recruiting is an equal opportunity employer and does not discriminate based on race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. The pay range for this position is listed above. Base pay information is based on market location. We will consider for employment qualified applicants with arrest and conviction records. Our range of benefits may include health care and 401(k) savings plans. For individuals with disabilities who would like to request an accommodation, please email hr@canonrecruiting.com