Executive Assistant III – Chief of Staff & Chief People Officer

Executive Assistant III – Chief of Staff & Chief People Officer

Requirements

• Proven ability to handle confidential information with discretion.
• Ability to build rapport and work effectively with a broad group of stakeholders, including staff, leaders, Board members, and external partners.
• Demonstrated ability to produce clear, concise, and compelling written content.
• Strong attention to detail with a proven ability to meticulously review and edit written content for accuracy, grammar, and clarity.
• Exceptional ability to design and develop polished, dynamic PowerPoint presentations.
• Ability to effectively problem solve, anticipating needs and proactively addressing challenges.
• Ability to work under pressure and pivot seamlessly between tasks.
• Demonstrated ability to exercise good judgment and proactively leverage resources in a variety of situations.
• Proven track record of maintaining order and structure in a fast-paced environment.
• Advanced proficiency in Microsoft Office, conferencing platforms (e.g., Zoom, Teams), and enterprise programs (e.g., Workday, financial systems, travel programs).
• Financial acumen necessary to develop, monitor, and manage budgets, including purchasing and vendor relationships.
• Strong analytical skills with the ability to synthesize information.
• Demonstrated ability to work collaboratively, lead, and administer projects and events of JAX-wide importance.
• Ability to be self-directed and motivated, and work as a team player.
• Availability for after-hours support.
• Ability to travel as needed.

Responsibilities

• Manage the day-to-day administrative activities of the Office of the Senior Vice President, Chief of Staff & Chief People Officer, with an eye for continuous process improvement.
• Organize the incoming flow of work, prioritizing requests and following up to ensure timely responses.
• Compose and prepare correspondence that may be confidential in nature.
• Plan, coordinate, and ensure the executive’s schedule is followed and respected; provide ‘gatekeeper’ and ‘gateway’ roles.
• Arrange complex and detailed travel plans, itineraries, and agendas, compiling documents for travel-related meetings, engagements, and expenses.
• Obtain, compile, and organize information and materials used in management meetings, reports, and events as needed.
• Edit, proof, and format a wide variety of documents, including communications to staff and PowerPoint presentations.
• Research, prioritize, and follow through on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature, and refer or respond as appropriate.
• Provide a bridge for smooth communication between the executive’s office and internal and external groups and offices, demonstrating emotional intelligence and leadership to maintain credibility, trust, and support with key stakeholders.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Cultivate strong relationships with executive support peers to foster collaboration and ensure the implementation and maintenance of best practices across the organization.
• Assist in coordinating meeting agendas, related logistics, and providing in-person event support as needed.
• Perform other related duties as needed and assigned.

Preferred Qualifications

No preferred qualifications provided.