Executive Office Coordinator

6 days ago

Tampa, Florida, United States Tampa International Airport Full time
Business Office Manager (Planning & Development)

Reporting to the Vice President (VP) of Planning and Development (P&D), this position will manage various department functions supporting the VP, Directors, and Project Managers. The P&D Business Office Manager provides administrative support for the VP and Directors. They are responsible for the overall effective administration of the VP's office and its interactions with internal and external stakeholders. This role requires a hands-on, proactive professional approach to creating and delivering the day-to-day administrative and office management services for P&D.

Key Responsibilities:
  • Independently performs various office management and project-focused duties supporting the VP, Directors, and Project Managers.
  • Determines priority status for the VP's calendar, giving special attention to requests that reference important matters received or observed.
  • Assists in managing Board-related and Development Committee items for P&D.
  • Initiates purchase orders and requisitions and processes incoming invoices for the department and/or project-specific work.
  • Reviews correspondence for consistency and compliance with administrative policies and procedures.
  • Initiates and composes agendas, meeting minutes, general business correspondence, memos, spreadsheets, logs, invoices, and reports in final form, for approval or signature of VP and Directors.
  • Schedules department team building or other group meetings and facilitates agendas, meals, event space requests, etc.
  • Coordinates special events and conference meetings; prepares presentation materials and provides summary and/or action reports for the VP and Directors.
  • Participates in meetings related to P&D as needed.
  • Secures and monitors restricted, sensitive, and confidential records or information.
  • Assists P&D Project Managers with administrative duties related to badging and project closeout.
  • Assists with scheduling and coordinating height zoning activities as needed to support the Zoning Director.
  • Arranges travel plans for the VP and other staff when required.
  • Prepares and reconciles expense reports (including travel) expenses in electronic system on behalf of VP and other staff when required.
  • Assists with maintenance and construction notifications.
Requirements:
  • Associate's degree in Business Management, Business Administration, Public Administration, or other related fields.
  • Five (5) years of supervisory and/or administrative office management experience or equivalent combination of related experience, training, and education necessary to perform successfully in the role.
Preferred Qualifications:
  • Experience with Oracle expense reporting or other similar systems.
  • Advanced knowledge, skill, and ability in office management practices, current office technology, and related computer programs, including but not limited to Microsoft Office.
  • Knowledge of executive administration, such as word processing, managing files and records, transcription, designing forms, and other related procedures.
  • Knowledge of budget management.
  • Skill in project management and organization.
  • Skill in using logic and reasoning to identify complex problems and evaluate and implement alternative solutions, conclusions, or approaches.
  • Ability to use discretion and independent judgment in evaluating information.
  • Ability to initiate projects and presentations based on department needs.
  • Ability to organize work, set priorities, and determine resource requirements.
  • Ability to communicate effectively orally and in writing.
  • Ability to conduct research, collect and interpret data, and compile statistical/analytical reports.
  • Ability to multi-task effectively.
  • Ability to establish and maintain effective working relationships with others within and outside the Authority.

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