#IND123
JOB ID: 23596 – Executive Assistant
Location: Must be local to downtown Tampa, FL- Hybrid
Pay: $80,000 per year ($38 hr)
Type: Contract to hire
Schedule: Monday– Friday (8:00 am to 5:00 pm)
Supporting: Chief of Staff, President, CEO +Executive Management Team
Job description:
- Provide high-level administrative support to the Executive Management Team (5 C-suite executives), managing complex calendars, scheduling priorities, and confidential communications in a fast-paced environment.
- Coordinate domestic and international travel, executive meetings, Board interactions, and off-site events, including venue selection, vendor management, catering, budgeting, and travel itineraries.
- Prepare, proofread, and distribute executive correspondence, presentations, agendas, meeting materials, minutes, and other business documents while maintaining strict confidentiality.
- Serve as the primary point of contact for executive office operations by managing incoming calls, correspondence, contacts, conference room logistics, and day-to-day administrative functions.
- Plan and execute executive and Board meetings by organizing schedules, coordinating vendors and facilities, arranging technology and meeting spaces, and ensuring seamless event execution.
- Support special projects and operational initiatives by reconciling expenses, maintaining records, coordinating with internal and external stakeholders, and following through on assigned deliverables.
- Build strong relationships across the organization while anticipating executive needs, exercising sound judgment, and delivering exceptional service with professionalism and discretion.
Nice to have:
- Coordinate domestic and international travel itineraries
- Must demonstrate a functional knowledge of the Bank Secrecy Act in addition to other Federal laws, including but not limited to U.S. Patriot Act, Office of Foreign Assets & Control, Anti-Money Laundering, Right to Financial Privacy Act, and the Bank Bribery Act.
Requirements:
- Bachelor’s or Associate’s Degree or equivalent
- Must have 4+ years of high level executive support
- Must have 8+ years of administrative support
- Must be MS Office proficient including Excel and PowerPoint
- Must have strong communication skills (written and verbal)
- Must be proactive to predict needs
- Maintain a heavy, complex calendar, in a fast-paced environment
- High level of confidentiality
- High school diploma or equivalent
- Background check required
- Drug screening required