Administrative Assistant
Incepture - Jacksonville, FL

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Provides administrative support to the Director, Hazardous Material Systems and other members of the department as needed.

Primary Activities and Responsibilities:
Prepare reports on a daily, weekly, monthly and quarterly basis.

Manage daily, weekly, and monthly calendars.

Handle development, creation and maintenance of department brochures, booklets, training materials and documents.

Manage prioritization and timely replies to e-mails, responding on behalf of the Director as appropriate.

Track all correspondence to ensure requested responses are returned in a timely manner.

Ensure technical and administrative support is provided to internal and external customers as needed.

Manage meeting agendas, training schedules, maintain list of action items, distribute minutes / action items and pursue resolution of action items.

Make travel arrangements, coordinate facilities, set up, and catering with vendors, etc., within budgetary constraints, and manage attendee list for meetings, conferences, training, etc.

Prepare materials for meetings, including presentations and summary reports that may include spreadsheets and graphs, books, training materials, maps and other items of necessity.

Provide support for other departmental meetings as needed.

Prepare, maintain, and present departmental metrics / scorecard.

Assist with special projects.

Miscellaneous activities and responsibilities as assigned by manager.



High School diploma/GED required

3 or more years of Administrative experience required

Equivalent Minimum Qualifications:
Associates or higher degree required from an accredited institution

1 or more years of work experience required

Preferred Qualifications

In addition to meeting the above qualifications, the following is preferred:

Associates degree from an accredited institution and 1 or more years of experience supporting executives, government officials, or serving in an administrative support capacity at a Fortune 500 company

Knowledge and Skills:
Organizational and prioritization skills

Interpersonal skills

Microsoft Outlook skills, including scheduling meetings and managing emails and calendars

Microsoft Word skills to include creating, developing, editing and maintaining documents

Microsoft Publisher skills to include developing, creating, editing and maintaining brochures, reports and other desktop documents

Microsoft PowerPoint and Word skills including document and report creation and editing

Microsoft Excel skills to create graphs and charts and maintain Departmental scorecards

Microsoft Access skills to maintain, create, tweak and provide reports on a quarterly basis

Ability to learn new software quickly and efficiently

Ability to communicate (verbal and written) with various levels of the organization

Ability to work in a fast paced environment that requires sensitive matters be handled confidentially

Ability to develop and deliver presentations

Ability to think out of the box

Ability to handle work load with little to no supervision


Advanced/Expert skills in Microsoft Office (Word, Excel, Powerpoint, Access and Publisher)

Typing speed of 50+cwpm

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