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Senior Administrative Coordinator

2 months ago

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

Remote Core Solutions specializes in providing comprehensive outsourcing services. Our clientele spans from small enterprises to large corporations, and we take pride in aligning candidates with positions where they can excel and contribute meaningfully.

Role Summary:

The Executive Assistant (EA) plays a crucial role in facilitating the team's success by delivering essential administrative and secretarial support, overseeing project management, and coordinating activities across various business units for the Site Lead and site leadership. This position demands sound judgment, excellent interpersonal skills, strong organizational capabilities, 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, flexibility, and the ability to uphold confidentiality are vital attributes for this role.

Key Responsibilities:

  • Assist the Executive by managing daily operations, which include preparing and coordinating communications, documenting meeting minutes, handling complex calendar arrangements, organizing logistics for both internal and external meetings, arranging travel, processing 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 data reporting and analysis.
  • Establish and nurture collaborative relationships with other departments.
  • Coordinate global meetings, including Town Hall events, managing all aspects of planning and execution, such as logistics (in-person, telepresence, or conference calls), document and agenda preparation, conference room arrangements, audiovisual requirements, troubleshooting issues, and collaborating 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, escalating concerns as necessary.

Qualifications:

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