Administrative Assistant (June 5, 2025)

Title of Position:

Reports To:

Pay Grade:

Annualized Salary:

Posting Dates:

Administrative Assistant

Director Marketing

615

$47224.75 to $63653.82

June 5 2025 to June 19 2025 (5:00 p.m.)

(External and Internal Posting)

JOB SUMMARY

Position is responsible for essential administrative support to JAXPORTs Sales and Marketing department. This role will serve as the primary point of contact for incoming inquiries via phone email and website ensuring customer service efficient and professional communication. The role also includes assistance with travel reporting data management meeting coordination and general administrative tasks.

ESSENTIAL FUNCTIONS

1. Answer all incoming calls to the main JAXPORT telephone line and respond to email inquiries from the general JAXPORT email address (). Answer inquiries submitted through directing inquiries to the appropriate personnel.

1. Assist in the scheduling and administrative tasks related to customer meetings and port tours.

1. Complete expense reports and travel reports for department team members and provide assistance and backup support for JAXPORTs travel reporting system as needed.

1. Maintain and update Sales & Marketing databases using software such as Salesforce Hubspot Excel and Wordpress ensuring data accuracy.

1. Provide general administrative support as assigned including but not limited to filing copying and preparing presentations and documents and shipping material for the department.

1. Order office supplies and maintain budget and office purchasing records in accordance with JAXPORT policy.

1. Assist with Sales and Marketing events and campaigns as assigned.

1. Assist with coordinating JAXPORTs annual Charitable Giving Campaign.

1. Assist Wellness Committee with event planning set up etc.

1. Prioritize and manage multiple tasks effectively meeting deadlines and ensuring accuracy in all work.

1. Offer assistance and backup support to other staff as needed contributing to the overall efficiency of the department.

1. Complete other duties as assigned.

DIRECT REPORTS

This position does not supervise employees.

OTHER DUTIES

Performs other duties as required or assigned.

MINIMUM REQUIREMENTS

Education:

• High School diploma or equivalent required.
• College degree preferred.

Experience:

• Minimum of one to three years secretarial/administrative experience.

License/Certifications: N/A

Knowledge:

• Knowledge of office practices and procedures required.
• Intermediate Microsoft Office Suite required.
• Knowledge of Salesforce preferred.

Skills Required:

• High level of professionalism in verbal and written communications.
• Proficient in Microsoft Office Suite.
• Must be able to work independently handle multiple tasks be organized and a self-starter.

Travel: None

Other Requirements:

• Must be able to obtain and maintain a Transportation Workers Identification Credential (TWIC) during employment.

PHYSICAL REQUIREMENTS

• Frequently remain in a stationary position.
• Frequently move traverse inside office or on JAXPORT property to accomplish job duties.
• Frequently operate use or handle equipment tools computers and other office machinery.
• Rarely/Never ascend descend work atop traverse on ladders equipment and buildings to perform maintenance and safety functions. Heights up to 200 feet.
• Rarely/Never position self to move to maintain or repair equipment on terminal or in office.
• Constantly detect determine identify recognize observe inspect to read and use computers.
• Constantly detect converse with convey exchange information with others via radio telephone. Ability to listen to equipment to troubleshoot
• Continuously move transport and position material up to 10 pounds and frequently up to 25 pounds.

WORKING CONDITIONS

Relatively free from unpleasant environmental conditions or hazards. Office environment or local travel for meetings or functions.

Internal applicants that meet the minimum qualifications must complete an internal application and send to Human Resources with a copy of current resume by the closing date.

External applicants that meet the minimum qualifications must apply online on the Careers Page at .

JAXPORT will make reasonable accommodations in compliance with the American with Disabilities Act

AN EO/EA ADA AND VETERANS PREFERENCE EMPLOYER