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Executive Administrative Assistant

2 months ago

Tampa, United States Direct Distribution Full time

Job Overview:
Key Responsibilities:

- Provide comprehensive administrative support to the executive team, managing schedules, appointments, and communications.
- Develop, implement, and maintain organizational systems and procedures to streamline office operations and enhance productivity.
- Act as a liaison between the executive team and internal/external stakeholders, customers, vendors, service providers, etc., to ensure efficient communication and follow-ups.
- Oversee and coordinate meetings, including preparing agendas, taking minutes, and managing action items.
- Handle confidential and sensitive information with the utmost discretion and professionalism.
- Proactively identify areas for process improvement and lead initiatives to enhance operational efficiency.
- Manage travel arrangements, expense reports, and other administrative tasks as required.
- Lead and mentor junior administrative staff, fostering a collaborative and productive work environment.
- Customer & Vendor Interaction: Interact with customers, vendors, service providers, and other external parties to ensure smooth operations and positive relationships.
- Billing & Invoicing: Handle billing and invoicing processes, ensuring accuracy and timely processing.
- Logistics Management: Coordinate logistics arrangements for inbound materials and outbound orders, ensuring timely delivery and receipt.

**Skills**:

- Proficiency in clerical and office tasks
- Strong computer literacy, including proficiency in Microsoft Office Suite and QuickBooks
- Excellent customer service skills
- Familiarity with DocuSign and phone systems
- Experience in event planning is a plus
- Strong administrative skills with the ability to coordinate projects efficiently

This position offers the opportunity to work closely with senior management, gain valuable experience in executive support functions, and contribute to the overall success of the organization. If you are a motivated individual with excellent organizational skills and a passion for providing top-notch administrative support, we encourage you to apply.

Qualifications:

- Organizational Skills: Exceptional ability to manage multiple tasks, prioritize effectively, and meet deadlines.
- Leadership: Demonstrated leadership skills, with the ability to take initiative and drive projects to completion.
- Communication: Excellent verbal and written communication skills, with a professional and assertive demeanor.
- Tech-Savvy: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), QuickBooks, and other relevant software.
- Problem Solver: Strong analytical and problem-solving skills, with a proactive approach to challenges.
- Attention to Detail: Meticulous attention to detail, ensuring accuracy and consistency in all work.
- Discretion: Ability to handle confidential information with integrity and professionalism.

Why Join Us:

- Dynamic Environment: Work in a fast-paced, innovative environment where no two days are the same.
- Growth Opportunities: Opportunities for professional growth and development.
- Impactful Role: Play a key role in improving the productivity and capabilities of the entire organization.
- Collaborative Culture: Be part of a supportive and collaborative team that values your contributions.

How to Apply:
If you meet the above qualifications and are excited about the opportunity to make a significant impact as our Executive Administrative Assistant, we would love to hear from you Please submit your resume and a cover letter detailing your relevant experience and why you are the perfect fit for this role.

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Schedule:

- 8 hour shift

**Experience**:

- Microsoft Excel: 1 year (preferred)
- Microsoft Powerpoint: 1 year (preferred)

Ability to Commute:

- Tampa, FL 33619 (preferred)

Ability to Relocate:

- Tampa, FL 33619: Relocate before starting work (preferred)

Work Location: In person

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