Executive Administrative Assistant

A1 Live San Collection INC • Deland, FL • 20h ago

Executive Administrative Assistant Trainee

A1 Live Scan Collection Inc. is seeking a motivated Executive Administrative Assistant Trainee to support the Director of Operations at our DeLand location. This position provides structured on-the-job training over 11 months in executive-level administrative support, office management, customer relations, and operational coordination for our fingerprinting, background check, and drug testing services. The trainee will work directly with leadership to manage schedules, communications, records, and daily business operations while learning the full scope of our services.

Responsibilities include managing executive calendars, scheduling appointments, and coordinating meetings. Answering and directing phone calls, emails, and walk-in inquiries with professionalism and discretion. Preparing, editing, and proofreading business correspondence, reports, and operational documents. Maintaining organized physical and electronic filing systems for customer records, compliance documentation, and financial data. Processing incoming and outgoing mail, shipping, and courier requests. Greeting customers, verifying appointments, and assisting with applicant intake for Live Scan fingerprinting services. Supporting drug testing collections by scheduling appointments, preparing chain-of-custody documentation, and entering data into FormFox. Monitoring office supplies, inventory, and equipment needs for the DeLand location. Processing payments, invoices, and daily financial reconciliations using the POS system. Assisting with FDLE compliance tracking, HIPAA documentation, and audit preparation. Coordinating travel, event logistics, and community outreach activities. Supporting marketing efforts including social media updates, Google Business Profile management, and customer follow-up. Training and mentoring junior staff as competency develops. Maintaining strict confidentiality of all customer and business information. Performing other administrative and operational duties as assigned by leadership.

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