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Administrative Coordinator

2 months ago

Tampa, Florida, United States Remote Core Solutions Full time
Job Overview

Remote Core Solutions specializes in providing outsourcing services tailored to a diverse clientele, from small enterprises to large corporations. We are dedicated to connecting candidates with positions where they can excel and contribute meaningfully.

Position Summary:

The Executive Assistant (EA) plays a crucial role in facilitating the team's strategic objectives by delivering comprehensive administrative and secretarial assistance, project oversight, analytical support, and coordination across various business sectors for the Site Lead and site leadership. This position demands sound judgment, exceptional interpersonal skills, organizational prowess, and effective time management, coupled with meticulous attention to detail and a commitment to accuracy. The EA will frequently collaborate with partners, departmental leaders, business executives, and colleagues throughout the organization. A personable, professional demeanor, adaptability, and the ability to uphold confidentiality are essential attributes for this role.

Key Responsibilities:

  • Assist the Executive by managing daily operations, which include preparing and coordinating communications, documenting meeting minutes, overseeing complex calendar management, arranging meeting logistics for both internal and external engagements, organizing travel plans, managing expense reports, facilitating adjustments to daily schedules as needed, tracking critical deliverables, and following up on pending tasks by acting as a liaison for direct reports.
  • Demonstrate proficiency in Microsoft Word, Excel, and PowerPoint to create, edit, format, and proofread various documents such as letters, presentations, surveys, emails, and reports. Utilize Excel for reporting and analytical purposes.
  • Establish and nurture collaborative relationships with other departments.
  • Coordinate global meetings, including Town Hall sessions, which encompass all phases of planning and execution, such as logistics (in-person, telepresence, or conference calls), document and agenda preparation, conference room arrangements, AV requirements, issue resolution, and collaboration with various departments to ensure top-tier event execution while enhancing the overall experience.
  • Engage in special projects and additional responsibilities as assigned.
  • Integrate risk and control processes into daily tasks to monitor and mitigate risks; escalate concerns as necessary.

Qualifications:

  • Proven experience supporting C-Suite executives and/or senior management within a dynamic, mid-to-large sized legal or professional services environment.
  • Advanced proficiency in Microsoft Office applications.
  • Exceptional written and verbal communication abilities.
  • Self-motivated individual capable of initiating and completing tasks independently.
  • Ability to operate effectively in a virtual setting and collaborate with globally distributed teams.