Senior Administrative Assistant

We exist to transform our customers and change lives

We are seeking an experienced, detail‑oriented Administrative Assistant to provide high‑level administrative support to our COO on a part‑time basis. This Jacksonville‑based position requires exceptional organizational abilities, professional communication skills, and meticulous attention to detail.

• Scheduling and coordinating meetings, managing the executive calendar, handling conflicts and competing demands.
• Managing recurring calls between the executive team and new customers: outreach to customer segments using email sequencing technology, scheduling calls, preparing the customer bio for the executive prior to the call, and cascading feedback and action items to the broader leadership team.
• Orchestrating and managing the COO’s team engagement program: coordinating team member lunches and attendee lists, supporting COO preparation for team interactions, facilitating virtual team meetings via Zoom, and planning and executing team offsites (venue selection and booking, coordinating meeting spaces, meals, and activities).
• Managing travel arrangements for attendees.

• 5+ years of experience supporting VP‑level leadership.
• Proven track record of handling confidential information with absolute discretion.
• Exceptional organizational and time management capabilities.
• Strong attention to detail and commitment to accuracy.
• Professional and formal communication style, both written and verbal.
• Demonstrated ability to work independently in a remote environment.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar management/scheduling tools.

• Strong interpersonal skills and ability to build relationships with stakeholders.
• Demonstrated proactive approach to problem‑solving.
• Experience managing virtual team coordination and communication.

Working at RF‑SMART means joining a culture that values growth, collaboration, and innovation. As an Administrative Assistant, you’ll work alongside a passionate team dedicated to making a difference—for our customers and our employees.

Employer does not sponsor applicants for employment visa status (e.g., H‑1B).

General Information:
The above noted job description is not intended to be an exhaustive list of all duties and responsibilities that may be assigned, but rather to give a general sense of the responsibilities and expectations of the job. As the nature of business demands change, so may the essential functions of this specific position and/or the skills and abilities required. RF‑SMART is an Equal Employment Opportunity (EEO) employer.