{"id":4051115,"url":"https://alion.io/job/suddath-sgs-administrative-assistant","title":"SGS Administrative Assistant","company":{"id":2195475,"name":"Suddath","domain":"suddath.com","url":"https://alion.io/company/suddath","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":81,"open_postings":9,"ghost_share":0,"stale_share":0.778,"repost_share":0,"time_to_fill_p50_days":26,"computed_at":"2026-11-10T06:52:35Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Jacksonville, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"SharePoint","optional":false},{"name":"Canva","optional":true},{"name":"Outlook","optional":true}],"status":"live","first_seen_at":"2026-11-10T00:00:00Z","employer_posted_date":"2026-11-10","last_verified_at":"2026-11-11T01:45:39Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"Why Choose Suddath to “Move” your Career to the Next Level?\nAt Suddath, you can be part of something special and inclusive! Join a team that has a 100+ year reputation for excellence as an innovative, growing and financially stable company that is dedicated to promoting a culture that thrives on inclusion and diversity. From numerous awards to being recognized as one of the best places to work, Suddath offers a caring, family environment while providing relocation and logistics services to people and companies all around the world.\nWhat We Offer!\nA competitive wage with a comprehensive benefits package, including a 401(k) plan with company matching\nWeekly pay for hourly-paid employees. Biweekly pay for salaried employees.\nPaid Time Off (PTO) and paid company holidays\nA tuition reimbursement plan where employees are encouraged to continue their education and development\nFor more information on our benefit offerings, please visit https://suddath.com/about/careers/ and scroll down to view our employee benefits. \nGeneral position summary:\nThis role provides comprehensive administrative, operational, communications, event, project, compliance, and workplace support for organizational leaders and employees. It combines executive assistance with office coordination, employee engagement, business documentation, and workplace readiness responsibilities.\n· Executive leadership support: The position manages calendars, meetings, travel, agendas, reports, communications, follow-up items, confidential information, and expense reporting, including receipt reconciliation and submissions through Chrome River.\n· Office and employee experience: Responsibilities include coordinating facilities, vendors, maintenance, supplies, workplace services, onboarding logistics, office expenses, and solutions for employee and visitor needs. Secondary communications support covers digital announcements, workplace displays, recognition, events, business updates, and leadership messaging.\n· Events and process coordination: The role plans and executes meetings, Town Halls, celebrations, employee appreciation activities, leadership gatherings, and team-building events while managing logistics, vendors, budgets, timelines, on-site coordination, and feedback. It also maintains project trackers, SharePoint materials, Microsoft Forms, action items, records, and process improvements across departments.\n· Compliance and qualifications: Duties include maintaining records, supporting compliance submissions, certifications, renewals, audits, notarization, safety initiatives, emergency preparedness, and required training. Preferred qualifications include an associate degree or equivalent experience, five or more years in relevant administrative or coordination work, strong organization and communication skills, discretion, judgment, adaptability, vendor coordination, event management, and proficiency with Microsoft 365, SharePoint, Microsoft Forms, Canva, expense systems, and related digital tools.\nEssential Duties & Responsibilities:\nExecutive & Leadership Support\nProvide day-to-day administrative and operational support to the President, Senior Leadership Team and staff\nManage calendars, scheduling priorities, meetings, appointments, and related logistics.\nPrepare agendas, presentations, reports, correspondence, meeting materials, and other leadership documents as needed.\nCoordinate leadership meetings, staff meetings, Town Halls, departmental report-outs, and other leadership activities.\nCoordinate executive and leadership travel as needed, including airfare, hotel accommodations, ground transportation, registrations, itineraries, and related arrangements.\nPrepare, process, and track expense reports and support documentation.\nDraft and coordinate internal and external communications on behalf of leadership as requested.\nTrack follow-up items, approvals, commitments, and deadlines to help ensure leadership priorities remain on schedule.\nExercise discretion and maintain confidentiality when handling sensitive business and employee information.\nCollect and organize travel, meal, supply, and other business-related receipts from leadership, and manage the preparation, submission, tracking, and reconciliation of expense reports and supporting documentation in Chrome River\nOffice Operations & Workplace Experience\nSupport day-to-day office operations to maintain an organized, professional, efficient, and welcoming workplace.\nServe as a liaison among employees, Facilities, vendors, and service providers.\nCoordinate office maintenance requests, workspace needs, supplies, and office services.\nManage relationships and day-to-day coordination with catering, event, and office service vendors.\nMonitor and track office-related expenses and assigned budgets.\nSupport new-hire and onboarding logistics, including workspace preparation, supplies, business cards, and other workplace needs.\nHelp identify and resolve workplace needs that impact the employee and visitor experience.\nInternal Communications | Secondary Support\nProvide secondary support for employee and organizational communications as requested.\nAssist with employee communications distributed through digital channels, workplace displays, and other internal platforms.\nSupport office-screen content, announcements, employee recognition, event communications, and business updates.\nAssist with leadership messaging and organizational communication initiatives.\nCoordinate with appropriate internal stakeholders to help ensure communications are timely, accurate, professional, and aligned with company objectives.\nEvent Planning & Employee Engagement\nPlan, coordinate, and execute assigned company meetings, Town Halls, employee appreciation activities, celebrations, leadership gatherings, and team-building events.\nManage event logistics including venues, catering, décor, vendors, materials, invitations, registration, timelines, and on-site coordination.\nTrack event budgets, proposals, expenses, and vendor agreements.\nCoordinate with internal stakeholders and external vendors to ensure events are executed professionally and within established expectations.\nProvide day-of event coordination and logistical support.\nGather feedback following events and identify opportunities for continuous improvement.\nSupport employee engagement initiatives that strengthen workplace culture, recognition, connection, and the overall employee experience.\nProject Coordination & Process Support\nSupport assigned cross-functional projects and business initiatives.\nDevelop and maintain project trackers, reporting resources, SharePoint materials, Microsoft Forms, and supporting documentation as needed.\nMonitor assigned action items, approvals, deliverables, and deadlines.\nFacilitate communication and coordination across departments to improve visibility, organization, and follow-through.\nIdentify opportunities to streamline administrative workflows and improve operational efficiency within areas of responsibility.\nMaintain organized records and documentation for projects and recurring business processes.\nCompliance & Business Support\nMaintain assigned organizational records and business documentation.\nCoordinate or support annual compliance submissions, certifications, renewals, and reporting requirements within the scope of the position.\nServe as a Notary Public for applicable business documentation.\nAssist with document management and audit preparation as requested.\nTrack required approvals, submissions, renewals, and other key business requirements.\nSafety & Workplace Readiness | Ad Hoc Support\nProvide ad hoc administrative and coordination support for workplace safety initiatives.\nAssist with safety communications, committee activities, preparedness efforts, and employee awareness initiatives as requested.\nMaintain required workplace certifications and training applicable to the position.\nSupport emergency preparedness and workplace readiness activities as needed.\nJob Skills Required:\nExceptional organizational, prioritization, and time-management skills.\nStrong written and verbal communication skills.\nDemonstrated discretion when handling confidential or sensitive information.\nStrong interpersonal, customer-service, and relationship-building abilities.\nExcellent project coordination, follow-through, and attention to detail.\nAbility to work independently, exercise sound judgment, and take initiative.\nStrong problem-solving skills and the ability to anticipate needs.\nAbility to adapt quickly to changing priorities and business needs.\nDemonstrated ability to manage competing demands and meet deadlines.\nCollaborative approach with the ability to work effectively across departments and levels of the organization.\nStrong vendor coordination and event-management skills.\nSupervisory Responsibilities:\nThis job has no supervisory responsibilities.\nOther Duties & Responsibilities:\nPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.\nEducation & Experience:\nAssociate degree preferred; an equivalent combination of education and relevant professional experience may be considered.\nFive or more years of experience in administrative support, executive support, office operations, project coordination, event coordination, or a related field preferred.\nDemonstrated experience supporting senior-level leaders and managing multiple priorities simultaneously.\nExperience coordinating events, employee engagement activities, projects, vendors, or workplace operations strongly preferred.\nTRAVEL:\nNo travel required.\nLanguage Skills:\n· Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.\n· Ability to write routine reports.\nAbility to speak effectively before groups of customers or employees of the organization.\nExcellent written and verbal communication skills.\nMathematical Skills:\n· Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.\n· Ability to apply concepts of basic algebra and geometry.\nReasoning Ability:\nAbility to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.\nAbility to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.\nComputer Operations:\nProficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.\nExperience with SharePoint and Microsoft Forms.\nExperience with Canva or similar design/content-creation platforms.\nFamiliarity with expense management and travel systems.\nExperience with digital communication, event registration, project tracking, and content-management tools.\nPlanning/Organization:\n· Ability to prioritize and re-prioritize as situations and needs change throughout the workday\n· Ability to multi-task and organize workflow to manage daily responsibilities, meet deadlines and prioritize work\nCertificates/Licenses/Registrations:\n· None required.\nWorking Conditions:\n· Cubicle working environment\n· Noise level in the work environment is usually moderate\nPhysical/Environmental Demands:\nActivity:\n· Stand - Under 1/3 Time\n· Walk - Under 1/3 Time\n· Sit - Over 2/3 Time\n· Use hands to finger, handle, or feel - Over 2/3 Time\n· Reach with hands and arms - 1/3 to 2/3 Time\n· Climb or balance - None\n· Stoop, kneel, crouch or crawl - Under 1/3 Time\n· Talk or hear - over 1/3 to 2/3 time\n· Taste or smell - None\n· Other - None\nPhysical Activity Level:\nThe employee must occasionally lift and/or move up to 10 pounds.\nWhile performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.\nThe employee is occasionally required to reach with hands and arms.\nManual...","description_format":"text","description_chars":12891,"description_truncated":true,"requirements":{"experience_years_min":5,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"associate","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":true,"industries":["Delivery","Logistics","Warehousing"],"lifecycle":[{"event":"open","at":"2026-11-11T01:45:39Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":1,"expected_fill_days":26,"reasons":["conf:1","win:early"],"computed_at":"2026-11-11T03:26:29Z"},"pay":null,"html_url":"https://alion.io/job/suddath-sgs-administrative-assistant","json_url":"https://alion.io/job/suddath-sgs-administrative-assistant.json","meta":{"generated_at":"2026-11-11T03:26:29Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":2732,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-12T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2195475},"rest":"https://alion.io/mcp/rest/get_company?id=2195475"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fsuddath-sgs-administrative-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fsuddath-sgs-administrative-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fsuddath-sgs-administrative-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/suddath-sgs-administrative-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fsuddath-sgs-administrative-assistant"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":4051115}},{"tool":"search_jobs","arguments":{"company":"suddath.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":4051115},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); 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