Executive Assistant Jobs in Jacksonville, FL

About LSI

LSI is an employee-owned company that employs dynamic teams of professionals – people with the finest technical expertise, a level of passionate creativity, and a truly visionary outlook who deliver innovative training solutions that exceed our customers’ expectations. Everyone at LSI has a personal stake in our success. LSI has over 400 training support experts, engineers, and craftsmen on staff who develop state-of-the-art high-fidelity training devices, complex computer-based, highly interactive distributed learning products, and comprehensive, dynamic technical publications. LSI employee-owners collaborate to deliver training products and services for a myriad of programs and customers, using leading-edge technology and proven processes.

Mission
Our mission is to prepare our military and allies to be battle-ready through cutting-edge training products and services.

Vision
Our vision is to be the premier provider of military training solutions, renowned for our innovation and excellence. Through employee-ownership and teamwork, we will shape a future where every military service member is equipped to succeed in their mission.

Guiding Principles

ESOP Sustainability: We do everything within our control to meet project budgets and schedules, so our ESOP prospers.

Take Ownership: Each Employee-Owner takes ownership at the individual level for their words, actions, and results. Individual ownership breeds accountability. Accountability breeds trust. When we hold ourselves accountable and trust our fellow employee-owners to do the same, we realize success.

Clear Communication: We project confidence in our communication using unambiguous language and providing clear purpose and direction.

Pursuit of Excellence: We aggressively pursue continuous improvement both as teams and individual employee-owners. We strive to get better every day. There is no room for mediocrity.

Pride in Our Work: We know the value of our work and are proud of what we produce.

Customer Focus: Customers are both internal and external and we strive to give both our best efforts.

Assume Positive Intent: Assume others are well-intentioned in their actions and seek additional information about the circumstances to help solve problems. Assuming positive intent in all interactions is the key to building strong teams and working together to solve problems.

One Voice: Every Employee-Owner is expected to speak up if they have an idea for improvement or if they disagree with a potential course of action. Once a decision is made, the entire team commits to it and moves forward with one voice.

Apply: https://www.lsijax.com/careers/

General Summary

The Executive Assistant performs administrative duties for the company's senior executives. This person schedules appointments and coordinates arrangements for meetings, conferences and travel. Organizes and expedites flow of work through the executive offices. Prepares routine and non-routine special reports including gathering and summarizing data. Establishes and maintains highly confidential files and records. Composes letters and correspondence. Acts as the corporate cybrarian, maintaining a library of company forms, procedures, and instructions. Designs and posts company news, events, and announcements to the LSI home page. Must have a thorough understanding of the executives' jobs and methods of work, company procedures and staff at all levels of the organization.

Essential Job Functions

• Prepares documents and/or correspondence in a variety of formats including company letters, corporate data forms, and correspondence.
• Captures key meeting discussions, decisions, and action items, and distribute clear summaries to stakeholders for follow-up and accountability.
• Maintains filing and archive system for corporate documentation and correspondence.
• Exercises safe, mature, discretionary handling of business sensitive materials.
• Coordinates reproduction and assembly of corporate documents including reproduction and assembly (collating/page checking/bookbinding).
• Coordinates shipping of corporate documentation including packaging, addressing, recording, verifying incoming and outgoing material.
• Coordinates conference room scheduling and set up equipment as required.
• Maintains adequate office supplies for executive officers.
• Be capable of performing a nominal 40-hour workweek and occasional work outside of "normal" working hours due to schedules of international customers and availability of office equipment.
• Processes correspondence such as Interoffice/domestic/international outgoing/incoming mail, faxes, and electronic communication.
• Schedules appointments and assists with planning schedules.
• Coordinate and make travel arrangements for executive officers.
• When required ensure adequate refreshments (coffee, water, snacks, meals) are available for business meeting attendees.
• Must be capable of safely handling government-furnished equipment and materials.
• Must be available to work a standard weekly schedule with overtime as required.
• Perform other duties as assigned.

Supervisory Responsibilities

• None

Knowledge, Skills, and Abilities

• Capable with Microsoft Office Suite, (including word processing/graphics/spread sheet/data base) scanners, printers, copiers, E-mail, FAX machines, and other required audio/visual equipment
• Must have excellent organizational skills. Must demonstrate ability to interact professionally with senior management and customer representatives and be able to get along with diverse personalities. Must be tactful, mature, flexible, and well organized.
• Internally the Executive Assistant will interact with LSI Officers, Directors, and other company personnel as required by the Executive Officers
• Externally the Executive Assistant will interact with business associates and customers as required
• Must possess good oral and written communication skills.
• Must be able to obtain a security clearance when required by the contract.

Education and Experience

• High school diploma or equivalent.
• Five (5) years of progressive related experience
• Experience must include extensive use of computer office software including MS Word and MS Excel, and maintenance of electronic files