Administrative Asst​/Exec. Asst 3 (5+ Years

Position: Administrative Asst/Exec. Asst 3 (5+ Years)
Job Title:

Administrative Assistant / Executive Assistant III

Job Description

This Administrative Assistant / Executive Assistant III role provides high-level administrative support to an office, acting as an information and communication hub while overseeing mailroom and reception operations. The position involves managing a small team, coordinating office logistics such as badge access and conference room scheduling, and performing a wide range of clerical and bookkeeping tasks. The role offers a full-time schedule Monday through Friday and has the potential to transition to a full-time permanent position if it is the right mutual fit.

Responsibilities

+ Manage and provide day-to-day leadership for three employees in the mailroom and reception areas, ensuring smooth operations and coverage.

+ Provide hands-on support in the mailroom and reception when team members are on paid time off or when additional coverage is needed.

+ Perform general office duties such as ordering supplies, maintaining records management systems, and handling basic bookkeeping tasks.

+ Prepare invoices, reports, memos, letters, financial statements, and other business documents with a high level of accuracy and attention to detail.

+ Code invoices and process related documentation in a timely and organized manner.

+ Manage email communications, including handling information requests and routing inquiries appropriately.

+ Coordinate and manage badge access for employees and visitors, ensuring proper authorization and documentation.

+ Arrange and schedule conference rooms, including managing calendars and meeting logistics for committees, boards, and other groups.

+ File and retrieve corporate documents, records, and reports, maintaining organized and accessible filing systems.

+ Review and analyze incoming memos, submissions, and reports to determine their significance and plan appropriate distribution.

+ Prepare agendas and make arrangements for committee, board, and other meetings, ensuring all materials and logistics are in place.

+ Act as an information and communication manager for the office, helping to streamline workflows and communication channels.

+ Conduct research and gather information to support executives and office leadership as needed.

+ Maintain confidentiality of sensitive information and uphold professional standards in all interactions.

+ Provide basic mentoring and constructive performance feedback to support the development of mailroom and reception staff.

+ Work predominantly in a seated position, with occasional lifting of items up to 25 pounds as needed for office and mailroom tasks.

Essential Skills

+ Minimum of 5 years of experience in an executive administrative or executive support role, with 5-7 years of overall administrative experience required.

+ Proven experience providing high-level administrative support to executives, strongly preferred.

+ Strong verbal and written communication skills, with the ability to convey information clearly and professionally.

+ Demonstrated ability to multi-task and manage competing priorities effectively in a fast-paced office environment.

+ Customer service skills and interpersonal skills that support positive relationships with colleagues, visitors, and stakeholders.

+ Ability to work independently, manage one's own time efficiently, and take initiative with minimal supervision.

+ Ability to keep information organized, maintain accurate records, and handle confidential data with discretion.

+ Basic mentoring skills to provide support and constructive performance feedback to team members.

+ Proficiency with Microsoft Office applications, including Microsoft Word, Excel, PowerPoint, and Outlook.

+

Experience with calendar management and conference room scheduling for executives and teams.

+ High school diploma or GED required.

Additional

Skills & Qualifications

+ Experience acting as an information and communication manager for an office environment.

+ Experience in administration, administrative support, and general office management.

+ Working knowledge of Excel for basic data tracking, reporting, and financial documentation.

+

Experience with Microsoft Outlook for email management, scheduling, and coordination.

+ Familiarity with records management systems and document filing practices.

+ Ability to analyze incoming information, such as memos and reports, and determine appropriate distribution.

+ Comfort with basic bookkeeping tasks, including invoice coding and preparation of financial statements.

+ Experience arranging and supporting committee, board, and other formal meetings.

+ Potential to transition from a contract role to a full-time permanent position based on performance and fit.

Work Environment

This role is based on-site at a client facility in Jackson, Mississippi. The position follows a full-time schedule, Monday through Friday, with hours arranged between 7:00 a.m. and 5:00 p.m. The work takes place in an office environment that includes mailroom and reception areas, as well as conference…