Administrative Coordinator

2 weeks ago

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

Remote Core Solutions specializes in providing outsourcing services. Our clientele includes a diverse range of businesses, from startups to established enterprises, and we take pride in aligning 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, strong organizational capabilities, and effective time management, along 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.

Key Responsibilities:

  • Assist the Executive in managing daily operations, which includes preparing and coordinating communications, documenting meeting minutes, managing complex calendars, organizing meeting logistics for both internal and external engagements, arranging travel, processing expense reports, facilitating adjustments to daily schedules as needed, tracking key 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, which involves comprehensive planning and execution of logistics (whether in-person, via telepresence, or conference calls), document and agenda preparation, managing conference room needs, audiovisual requirements, resolving issues, and partnering with various departments to ensure exceptional event execution while contributing to the overall event experience.
  • Engage in special projects and additional responsibilities as assigned.
  • Integrate risk and control processes into daily responsibilities to monitor and mitigate risks; escalate concerns as appropriate.

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.
  • Excellent 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.

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