Executive Assistant

4 days ago

Lake Mary, Florida, United States FFP Full time
Job Description

Job Summary: The Executive Assistant will provide high-level administrative support to multiple Executive Leaders and oversee the general administrative function and activities of the corporate office and administrative staff members. This role requires a proactive and organized individual who can anticipate company and executive needs, juggle and reprioritize tasks, resolve issues as they arise, and be focused on task and project execution.

Key Responsibilities:

  • Manage the day-to-day operations of the Office and multiple Executive Leaders, performing administrative tasks, including creating, implementing, and assessing standard practices and operating procedures to ensure the office provides a high standard of service to internal and external constituents.
  • Assess and identify opportunities for improved communication flow, innovation, and efficiencies.
  • Coordinate the day-to-day activities and manage the scheduling of internal meetings and external meetings with key constituencies. Manage scheduling conflicts.
  • Perform or facilitate cleaning, maintenance, or repairs of the executive office and equipment.
  • Maintain inventory of office supplies and order new supplies as needed.
  • Maintain office files; implement an efficient system for other staff to access files and records.
  • Work closely with the Executive Management staff and internal and external stakeholders to support critical and time-sensitive communications, initiatives, and priorities. Serve as a connector to anticipate and resolve issues that may arise.
  • Create, implement, and maintain reporting and tracking systems using Microsoft Teams, OneDrive, or similar tools to help track planning and decision-making tasks.
  • Collaborate with staff on projects, events, and initiatives that advance FFP goals.
  • Coordinate and attend leadership meetings to track action items and deliverables. Document and prepare materials to support these meetings and create meeting minutes when necessary.
  • Manage complex calendars that includes scheduling meetings, travel, video conferences, trainings (external and internal), group events, and booking conference rooms.
  • Establish and foster relationships with leadership and other stakeholders to help execute company priorities.
  • Coordinate and occasionally draft correspondence on behalf of Executive Leadership.
  • Travel on occasion to manage offsite leadership and client meetings.
  • Help manage departmental communications to internal stakeholders by collaborating with Human Resources.
  • Maintain business continuity management contact information. Prepare meeting materials including assisting with the creation of the presentations, handouts, and other related materials as well as printing, binding, and collating of materials.
  • Coordinate conference/meeting room set-up, order catering, and make logistical arrangements.
  • Assist with or create complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities.
  • Process expense reports and provide general information to inquiries regarding Accounts Payables, Purchasing, Travel & Expense policies, etc..
  • Support executive leaders as needed to ensure briefing materials, documents, engagements, and meetings are organized and successful.
  • Other duties and projects as assigned.

Requirements:

  • Associate degree in business administration or related field required.
  • 3 years of experience in an executive administrative support role required.
  • 5%-10% domestic travel required.

Benefits:

  • Medical, Dental, Vision, and Prescription Drug Insurance effective on the first of the month following start date.
  • Health and Wellness Incentives.
  • 10 Days of Vacation.
  • 9 Paid Company Holidays.
  • 5 Personal Days.
  • 401(k).
  • Health Savings Account (H.S.A.).
  • Long-Term and Short-Term Disability.
  • Life Insurance.
  • Accidental Death & Dismemberment (AD&D).
  • Employee Assistance Program (EAP).

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