Administrative Assistant

Role overview

This position is for a highly organized administrative professional based in Jacksonville, FL, reporting to the National Operations Director. The role supports two executives—one located locally and one working remotely—and contributes to coordination across all Her Song locations: Jacksonville, Chattanooga, Columbus, Albany, and Miami.

The right candidate will be polished, proactive, and able to adjust quickly between different working styles, priorities, and communication needs. Success in this role depends on excellent judgment, discretion, reliability, and the ability to stay composed in a busy, fast-moving environment.

Key responsibilities

• Deliver senior-level administrative assistance to more than one executive, each with different priorities and leadership approaches.
• Own calendar management, appointment setting, meeting logistics, and travel planning.
• Write, revise, and coordinate executive communications while tailoring tone and style to the audience.
• Act as a dependable point of contact between leadership, internal teams, outside partners, and other stakeholders.
• Monitor action items, deadlines, and follow-ups to keep work moving and ensure accountability.
• Create agendas, presentations, reports, and other executive-facing materials with accuracy and professionalism.
• Protect confidential and sensitive information with care and integrity.
• Look ahead to executive needs and resolve issues before they become problems.
• Support special projects, events, and cross-department initiatives as needed.
• Keep records, correspondence, and documentation organized and easy to access.
• Improve administrative processes when opportunities for greater efficiency arise.
• Help organize and submit expense reports and budgets in a timely manner.
• Some travel will be required.

Qualifications

• Background supporting senior-level executives is required.
• Very strong organizational ability and careful attention to detail.
• Excellent written and verbal communication skills.
• Comfort adapting communication style based on the executive, audience, and situation.
• Proven ability to juggle multiple priorities in a fast-paced setting.
• Strong project coordination and follow-through skills, with a high sense of accountability.
• Professional behavior, emotional intelligence, and good judgment.
• Ability to handle confidential and sensitive information appropriately.
• Working knowledge of Microsoft Office.
• Self-directed while also able to collaborate effectively with others.
• Willingness to travel up to 20% of the time.
• Consistently positive, cooperative, and professional with volunteers, staff, and residents, while maintaining discretion and confidentiality.

Preferred qualities

• Steady under pressure and very dependable.
• Adaptable and comfortable with shifting priorities.
• Strong interpersonal presence and executive polish.
• Proactive in anticipating needs without waiting for instructions.
• Able to balance competing personalities, deadlines, and priorities with tact and professionalism.

Additional details

This role impacts operations across all Her Song locations. Travel may be required up to 20% of the time.