Administrative Assistant

We are looking for an Administrative Assistant to support a Training and Learning & Development team in Jacksonville, Florida. This fully onsite role is a Contract to permanent opportunity for someone who is organized, technically confident, and able to produce high-quality materials while managing day-to-day coordination tasks. The position focuses on training administration, document development, scheduling, reporting, and content support using Microsoft Office and approved AI tools. Success in this role requires strong follow-through, careful attention to detail, and the ability to handle multiple priorities in a fast-paced environment.

Responsibilities:
• Support daily operations for training initiatives by coordinating meetings, maintaining calendars, preparing communications, and assisting with project-related activities.
• Arrange training sessions by managing participant schedules, sending invitations, tracking attendance, and following up on next steps.
• Build, revise, and format presentations and supporting documents in PowerPoint, Word, and Excel using approved company templates and standards.
• Create and refine learner-facing materials such as quick reference guides, FAQs, job aids, and instructional documents based on source content.
• Use approved AI applications to help draft, summarize, edit, and organize training content while maintaining quality and accuracy.
• Turn notes, procedures, and other raw information into clear training resources and business documentation suitable for end users.
• Maintain spreadsheets, records, attendance logs, and reporting trackers to ensure training data remains accurate and up to date.
• Organize digital files, templates, and learning resources so materials are easy to access, current, and consistently maintained.
• Review documents for grammar, formatting, consistency, readability, and overall clear presentation before distribution.
• Provide additional administrative and team support as needed, including data entry, meeting organization, and related office tasks.

• Ability to work on-site in our Jacksonville, Florida offices

At least 3 years of experience in administrative support, training coordination, learning and development support, or a related business function.

• Strong working knowledge of Microsoft PowerPoint and Word, with practical experience using Excel, Outlook, and Teams.

• Demonstrated ability to create effective presentations, edit content carefully, and format business documents with a high level of accuracy.

• Experience managing schedules, coordinating meetings, maintaining records, and handling detailed data entry in a structured environment.

• Comfortable using approved generative AI tools such as Microsoft Copilot, ChatGPT, or similar platforms to improve productivity and support content development.

• Strong organizational, time-management, written communication, and proofreading skills with the ability to manage multiple deadlines.

• High school diploma required; an associate's or bachelor's degree, or related coursework, is preferred.

• Experience supporting training materials, SOPs, reference guides, or instructional documentation is preferred.