Administrative Asst/Exec. Asst 3 (5+ Years)

About the role

This Administrative Assistant / Executive Assistant III role provides high-level administrative support to an office, acting as an information and communication hub while overseeing mailroom and reception operations. The position involves managing a small team, coordinating office logistics such as badge access and conference room scheduling, and performing a wide range of clerical and bookkeeping tasks. The role offers a full-time schedule Monday through Friday and has the potential to transition to a full-time permanent position if it is the right mutual fit.

Responsibilities

• Manage and provide day-to-day leadership for three employees in the mailroom and reception areas, ensuring smooth operations and coverage.
• Provide hands-on support in the mailroom and reception when team members are on paid time off or when additional coverage is needed.
• Perform general office duties such as ordering supplies, maintaining records management systems, and handling basic bookkeeping tasks.
• Prepare invoices, reports, memos, letters, financial statements, and other business documents with a high level of accuracy and attention to detail.
• Code invoices and process related documentation in a timely and organized manner.
• Manage email communications, including handling information requests and routing inquiries appropriately.
• Coordinate and manage badge access for employees and visitors, ensuring proper authorization and documentation.
• Arrange and schedule conference rooms, including managing calendars and meeting logistics for committees, boards, and other groups.
• File and retrieve corporate documents, records, and reports, maintaining organized and accessible filing systems.
• Review and analyze incoming memos, submissions, and reports to determine their significance and plan appropriate distribution.
• Prepare agendas and make arrangements for committee, board, and other meetings, ensuring all materials and logistics are in place.
• Act as an information and communication manager for the office, helping to streamline workflows and communication channels.
• Conduct research and gather information to support executives and office leadership as needed.
• Maintain confidentiality of sensitive information and uphold professional standards in all interactions.
• Provide basic mentoring and constructive performance feedback to support the development of mailroom and reception staff.
• Work predominantly in a seated position, with occasional lifting of items up to 25 pounds as needed for office and mailroom tasks.

Requirements

• Minimum of 5 years of experience in an executive administrative or executive support role, with 5–7 years of overall administrative experience required.
• Proven experience providing high-level administrative support to executives, strongly preferred.
• High school diploma or GED required.

Skills

• Strong verbal and written communication skills, with the ability to convey information clearly and professionally.
• Demonstrated ability to multi-task and manage competing priorities effectively in a fast-paced office environment.
• Customer service skills and interpersonal skills that support positive relationships with colleagues, visitors, and stakeholders.
• Ability to work independently, manage one’s own time efficiently, and take initiative with minimal supervision.
• Ability to keep information organized, maintain accurate records, and handle confidential data with discretion.
• Basic mentoring skills to provide support and constructive performance feedback to team members.
• Proficiency with Microsoft Office applications, including Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with calendar management and conference room scheduling for executives and teams.
• Experience acting as an information and communication manager for an office environment.
• Working knowledge of Excel for basic data tracking, reporting, and financial documentation.
• Familiarity with records management systems and document filing practices.
• Ability to analyze incoming information, such as memos and reports, and determine appropriate distribution.
• Comfort with basic bookkeeping tasks, including invoice coding and preparation of financial statements.
• Experience arranging and supporting committee, board, and other formal meetings.

Work Environment

This role is based on-site at a client facility in Jackson, Mississippi. The position follows a full-time schedule, Monday through Friday, with hours arranged between 7:00 a.m. and 5:00 p.m. The work takes place in an office environment that includes mailroom and reception areas, as well as conference rooms used for meetings and events. The role involves primarily seated work at a desk, using standard office equipment and computer systems, with occasional lifting of items up to 25 pounds in support of mailroom and office operations. The environment relies heavily on Microsoft Office tools such as Word, Excel, PowerPoint, and Outlook for communication, scheduling, and documentation. The dress code is typical for a professional office setting, reflecting a polished and business-appropriate appearance.

Pay

The pay range for this position is $25.00 - $25.00/hr.

Benefits

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital insurance
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Schedule

This is a full-time, contract-to-hire position with a schedule of Monday through Friday. Hours are arranged between 7:00 a.m. and 5:00 p.m. The role has the potential to transition to a full-time permanent position based on performance and fit.