Administrative Assistant

Executive Assistant Center Of Excellence

You'll be part of the Executive Assistant Center Of Excellence (EA CoE) – a global community redefining what it means to be an Assistant  EA CoE drives operational excellence, collaboration, and capability building across the company. Together, we enable consistent standards, build connections across regions, and elevate the impact of program members that we support.

This position is a part of the EA CoE, Shared Services Travel & Expense Administrative Assistant team. We support over 500 global colleagues with travel and expense requests. This role is located in our Jacksonville, FL Headquarters, Monday – Friday 8:30 AM – 5:00 PM EST.

Responsibilities Include

• Makes high-level contacts of a sensitive nature inside the company.
• Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. Utilizes critical thinking skills for complex tasks.
• Work requires some analysis and use of initiative and independent judgment.
• Remains knowledgeable of corporate and department policies and procedures to complete tasks correctly and in a timely manner. Often called upon to interpret and communicate these to other employees.
• May make contacts of a sensitive, complex and confidential nature.
• Exercises judgment within defined practices and policies in selecting methods and techniques for obtaining solutions.
• Edits material for grammar, punctuation, clarity and sentence structure.
• Maintains files on correspondence, internal clients, reports and other records by inserting new documents and disposing of outdated material.
• Arranges and coordinates global business travel for executives via Concur booking tool.
• Submits expense reports for executives via Oracle.
• Utilizes Service Now to generate tickets and track workflow.
• Updates ticketing queue(s) with status changes.
• Must have a comprehensive ability to manage appointments and email via Outlook 365 and Copilot AI programs.
• Exemplary follow-through skills are required.
• Performs coverage of other team associates when out of office.
• Must work well and communicate effectively with a global team via MS Teams.
• Exhibit working knowledge of Excel for weekly reporting.
• Be a self-starter and responsible for time management.

Required Qualifications

• 2 + years experience in a professional work environment
• Excellent knowledge of administrative practices and procedures. Ability to manage sensitive, complex, confidential information whilst utilizing great Customer Service skills.
• Strong professional communication and interpersonal skills. Professional presentation.
• Attention to detail in making travel arrangements, completing expense reports and maintaining forms, records, etc.
• Thorough knowledge and use of computer and any associated software, e.g., Microsoft Outlook, Copilot, MS Teams, Word, Excel, PowerPoint, etc.
• Ability to prioritize, monitor, follow-through, and problem solve on multiple activities at once.
• Ability to format and produce reports and other correspondence using various PC software applications.
• Ability to establish and maintain effective working relationships with employees and clients.
• High school diploma or GED

Preferred Qualifications

• 2-year degree

What we Offer you

• Ample development resources to help advance your skills.
• Opportunities to help tackle industry-defining challenges and actively redefine the future of financial services and technology.
• A community environment where collaboration, flexibility and respect are top of mind.