Administrative Assistant

Vaco Staffing
December 28, 2021
Jacksonville, FL
Job Type


Job Summary:

The Administrative Assistance will provide administrative support across the organization, with specific administrative and planning duties assigned by the Office Manager.

The position will handle the flow of people through the business and ensure that all assigned responsibilities are completed accurately, delivered with a high level of customer service, and in a timely manner. This position directly reports to the Office Manager.

Essential Duties and Responsibilities:

  • Serve as the first point of contact for all visitors by greeting, welcoming, directing and announce visitors appropriately
  • Drop off, receive, and sort daily mail/deliveries/couriers
  • Maintain security by following procedures and controlling access
  • Provide general administrative and clerical support including mailing, photocopying, collating, and faxing
  • Responsible for maintaining conference room reservations and ensuring supplies are stocked (i.e. water, snacks, coffee)
  • Assisting with multiple employee recognition programs
  • Assisting with company sponsored events
  • Distribution of employee birthday/anniversary cards; updating and routing phone list and office schematic
  • Maintains office supplies inventory ensuring that basic supplies are always available; anticipating needed supplies; placing supply orders; verifying receipt of supplies; and dispersing to appropriate staff
  • Decorating lobby and common areas for holidays
  • Update company announcements as needed
  • Create and post news and company blogs on company website and Linked In
  • Take pictures of new employees and all company events
  • Review all Sales Expense Reports on a monthly basis; Create Expense Report for VP of Sales on a monthly basis
  • Responsible for monthly Wellness Program; tracking all points/miles and awards
  • Create and send marketing email blasts for Sales department; maintaining distribution lists
  • Flexibility to work overtime as needed
  • Must demonstrate professional behavior at all times
  • Maintains regular, timely, and consistent attendance at work
  • Perform other duties as assigned


  • Proficient with computer and Microsoft Office applications
  • Excellent data entry/keyboard skills
  • Professional appearance
  • Strong interpersonal skills to effectively interact with internal and external customers
  • Excellent problem solving skills with the ability to seek alternative solutions
  • Self directed, displays initiative and can work independently under general instructions
  • Strong time management skills, ability to prioritize, and the ability to multi-task effectively
  • Excellent organizational skills, attention to detail and follow through
  • Team player with proven ability to work under pressure
  • Strong attention to detail with excellent follow-up
  • Excellent communications skills, both written and oral
  • Must be fluent in English

Education and Experience Requirements:
High School Diploma/GED required
Two years of related experience

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