Executive Assistant

Job Description

We are looking for a detail-oriented and proactive Executive Assistant to join our team in Orange Park, Florida. This Contract-to-permanent position offers the opportunity to support executive-level operations within the transport industry. The ideal candidate will excel in managing schedules, organizing tasks, training documentation and maintaining key financial and project databases, while demonstrating professionalism and adaptability.

Responsibilities:

• Coordinate and manage calendars for multiple teams using Outlook, ensuring all schedules are optimized and conflicts are resolved.

• Oversee and update financial reporting databases, ensuring accuracy and timely status updates.

• Utilize scheduling and task management tools to streamline project workflows and assignments.

• Take detailed notes during meetings and prepare comprehensive PowerPoint documentation to support executive decision-making.

• Communicate effectively with internal and external stakeholders, including organizing conference calls and correspondence.

• Assist with light accounting duties, ensuring financial transactions and reports align with company standards.

• Collaborate with teams on logistics and distribution projects, providing organizational support and tracking progress.

• Demonstrate poise under pressure by handling urgent tasks and unforeseen challenges efficiently.

• Apply project management skills to ensure timely completion of department initiatives and deliverables.

• Minimum of 7 years of experience in an Executive Assistant or similar role.

• Proficiency in calendar management, including scheduling for teams and executives.

• Familiarity with financial systems and project management tools such as Citrix, Unit4, Stampli, Clickup.

• Strong organizational skills with the ability to multitask and prioritize effectively.

• Experience using communication platforms like Cisco Webex Meetings for virtual collaboration.

• Knowledge of CRM systems and logistics-related software.

• Exceptional written and verbal communication skills for correspondence and documentation.

• Ability to maintain a high level of professionalism and adaptability in a fast-paced environment.