The Administrative Assistant will act as a key contact and provide administrative office support for staff, visitors and various departments across the organization from our Jacksonville, FL location. Responsibilities include companywide communications, presentations, prioritizing tasks, and assisting with meetings and event planning. The role also involves coordinating office logistics, processing expense reports, supporting new hire onboarding, and providing administrative support to the People & Culture Team as well as the Culture and Engagement Committee.
PRIMARY RESPONSIBILITIES
Refers inquiries as appropriate or gathers information for follow-up. Acts as a liaison or point of contact and resource for staff, visitors, and various departments.
Will organize and arrange travel plans to include itineraries, agendas and all trip logistics.
Works closely and effectively with senior management to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Compile special reports, letters, and companywide communications using various software tools, including Word, Outlook, Excel, and PowerPoint. Will prepare and edit presentations and other documents incorporating ICG branding specifications.
Prioritizes conflicting needs; is proactive, and follows through on projects to successful completion, often with deadline pressures.
Assists with special event planning and preparation of meeting rooms, including determining attendees, flow of information to attendees, catering, location, hotel negotiations etc.
Plays an integral role as administrative support to the Culture and Engagement Committee, such as communications, planning, scheduling and purchasing food and supplies.
Communications liaison between PulteGroups communication team and ICG. (i.e. Town Hall video content, Company Newsletter)
Will assist with processing and organization of expense reports for senior management.
Coordinate office logistics, such as ordering supplies, managing office equipment and vendor relationship, scheduling shredding, pest control and plumbing services. Maintaining cleanliness standards of meeting rooms, and handling mail and package distribution.
Support of transportation logistics (i.e. issuing fuel cards, maintain fuel system and pins, maintaining policy documents)
ICG Gear Store administrator.
New Hire On boarding support.
Provide centralized administrative support to the People & Culture Team as needed.
Support special projects as they arise.
Pay: $25-28/hr
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to
HR@insightglobal.com.
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https://insightglobal.com/workforce-privacy-policy/ .
Will have the ability to exercise good judgement in a variety of situations.
Must have the ability to work independently on projects and at times to handle various deadlines.
Advanced proficiency with all MS Office programs.
Excellent interpersonal skills.
Excellent Oral and Written communication. Communications background a plus.
Proven ability to prioritize multiple time sensitive projects, including reports and presentations.
Ability to maintain highly confidential information.
Project coordination experience.
Exceptional organizational and planning skills.
Advanced problem solving and analysis skills.
Must be open to some business travel as needed.
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.