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Executive & Project Administrator

Mosaic

Jacksonville, FL

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JOB DETAILS
SALARY
$52,200–$67,000 Per Year
SKILLS
Access Control, Administrative Skills, Alliance/Partner Management, Artificial Intelligence (AI), Business Intelligence, Business Strategy, Calendar Management, Communication Skills, Consumer Branding, Corporate Governance, Cross-Functional, Decision Support, Detail Oriented, Documentation, Documentation Standards, Establish Priorities, Executive Assistant Skills , Follow Through, High School Diploma, Leadership, Manage Agenda, Marketing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multithreaded Programming, Operational Support, Organizational Development/Management, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Project/Program Coordination, Retail, Retail Sales, Sales, Scorecarding, Solution Sales, Strategic Planning, Systems Administration/Management, Team Player, Time Management, Travel Planning, Virtualization, Writing Skills
LOCATION
Jacksonville, FL
POSTED
3 days ago
DESCRIPTIONThe Executive & Project Administrator serves as a trusted operational partner to executive leadership, providing high-level administrative support while driving cross-functional coordination, strategic execution, and enterprise communication. This role blends executive administration ,project coordination , and organizational enablement , ensuring the Executive Team operates efficiently, remains aligned to company strategy, and scales effectively.The role owns critical operational infrastructure, supports leadership decision-making, manages executive workflows, and contributes directly to organizational planning, culture initiatives, and company-wide communication efforts. This position is well-suited for a highly organized, discreet professional who thrives at the intersection of organization, execution, and people.RESPONSIBILITIESExecutive Administration & Operational Support+ Provide comprehensive administrative support to the Company President, including complex calendar management, travel coordination, expense submissions, and executive prioritization.+ Maintain and manage virtual filing systems, documentation standards, and access controls across executive and leadership materials.+ Prepare, edit, and manage executive-level reports, presentations, and meeting materials; coordinate meeting documentation and follow-up (including leveraging AI tools for note-taking and action capture).+ Ensure seamless communication flow between executives, internal teams, and external stakeholders.Strategic Planning & Leadership Alignment+ Own and maintain the company strategy scorecard , ensuring visibility, accountability, and consistent follow-through on priorities.+ Develop leadership meeting agendas, track action items, and support execution of decisions emerging from executive and strategy sessions.+ Coordinate and maintain action tracking across planning templates and multiple stakeholders to meet executive leadership and parent-company governance expectations.+ Support executive calendar optimization to align leadership time with strategic priorities.Enterprise Communication & Culture Support+ Plan, coordinate, and execute company-wide Town Halls and leadership communications to ensure organizational clarity and alignment.+ Support internal communication initiatives that reinforce strategy, culture, and employee engagement.+ Contribute to employee experience and culture initiatives in partnership with leadership and People Operations.Cross-Functional Coordination & Project Support+ Participate in Senior Leadership Team (SLT) discussions, supporting alignment and execution of enterprise initiatives.+ Provide project coordination and issue escalation support across departments to ensure timely resolution of priorities.+ Step into high-priority, time-sensitive projects requiring executive-level coordination and discretion.QUALIFICATIONS+ High school diploma required; associate degree and/or formal administrative training or certification preferred (or equivalent experience).+ 7+ years of administrative assistant experience, including at least 5 years supporting middle management and/or executive-level leaders.+ Demonstrated experience in executive administration, executive support, or project coordination within a professional business environment.+ Exceptional written and verbal communication skills, with the ability to interact confidently at the executive level.+ High level of discretion, judgment, and integrity; ability to manage confidential and sensitive information.+ Strong organizational, prioritization, and time-management skills in a fast-paced, multi-threaded environment.+ Proven ability to manage multiple initiatives simultaneously while maintaining attention to detail.+ Culture-minded, people-centric orientation with strong collaboration skills.+ High proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel); comfort adopting AI-enabled productivity tools.+ Ability to anticipate needs, operate independently, and serve as a connective tissue across the organization.\#DiscoverYourPathABOUT USAcosta is a part of Acosta Group - a collective of the industry's most trusted retail, marketing and foodservice agencies reimagining the way people connect with brands at every point in their shopping journey.Specializing in retail sales services, digital strategy, and business intelligence, Acosta empowers brands to thrive in the world of omnichannel shopping. Our sales and digital teams build lasting relationships, ensuring our client brands get the space they deserve in stores and outperform the competition online, while our merch reps make brands shine in retail locations across the world.But it's not just about what we do - it's about who we are. With a team of over 20,000 associates, we're a community of forward-thinking, value-driven professionals committed to an unmatched level of trust and transparency in the industry. And, we understand the importance of work-life balance, which is why many of our field roles provide our associates with flexible scheduling options. Join us and be a part of a team that values growth and making a real impact for our clients, retail partners and their customers.Acosta Group is an equal opportunity employer and will ensure that applicants with disabilities are provided with reasonable accommodations. If reasonable accommodation is needed, please contact AskHR@acosta.com . Be sure to include "Applicant Accommodation" in the subject of your email to expedite the request.Acosta Group believes in good faith that the minimum and maximum annual salary or hourly compensation range for this opportunity is accurate and reasonable at the time of posting.The Acosta Group utilizes E-Verify for validating the ability to work in the United States for all job candidates. If you want more information on what this entails and your rights as a job applicant, please use the link provided to access information on our use of E-Verify and your right to work. Employer Resources (e-verify.gov)By applying, you agree to our Privacy Policy and Terms and Conditions of Use.\#DiscoverYourPathAcosta, and its subsidiaries, is an Equal Opportunity EmployerJob Category: AdministrationPosition Type: Full timeBusiness Unit: CorporateSalary Range: $52,200.00 - $67,000.00Company: Mosaic Sales Solutions US Operating Co, LLCReq ID: 26795Employer Description: US\_ACOSTA\_EMPLOYER DESC

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