Please note: All interviews are in person and in 6 months we are moving to 3675 Tampa Rd in Oldsmar, we are currently working out of 4710 Eisenhower Blvd, Tampa, FL 33634.
Executive Assistant
Overview
We are seeking an exceptionally organized, dependable, and proactive Executive Assistant to the CEO to join our growing organization. This is a unique opportunity for someone who wants more than just a job—we are looking for an individual who wants to build a long-term career and become a trusted member of our team.
The primary responsibilities of this position will be managing the CEO’s calendar, helping keep priorities and commitments organized, and coordinating business travel for the CEO and employees throughout our organization.
Previous Executive Assistant or travel coordination experience is certainly helpful, but it is not required. We are willing to invest significant time in training the right person and teaching them exactly how we prefer things to be handled. What matters most is finding someone who is intelligent, trustworthy, extremely organized, detail-oriented, comfortable with technology, and eager to learn.
We offer an incredible work environment, excellent benefits, and very low employee turnover. We are specifically looking for someone interested in finding a long-term home where they can learn, grow, take on greater responsibility, and build a career.
Responsibilities
- Manage the CEO’s calendar, schedule meetings, appointments, interviews, calls, and events, and proactively identify scheduling conflicts
- Keep the CEO organized and on track by maintaining reminders, priorities, follow-ups, deadlines, and upcoming commitments
- Coordinate domestic and international business travel for the CEO and employees throughout the organization
- Research and book flights, hotels, rental cars, ground transportation, and other travel arrangements
- Compare travel options to identify the best combination of schedule, convenience, location, and cost
- Prepare clear, detailed travel itineraries and maintain organized records of reservations, confirmation numbers, schedules, and other important travel information
- Coordinate employee travel for trade shows, conferences, customer visits, equipment installations, service calls, meetings, and other company business
- Handle travel changes, cancellations, rebooking, and unexpected issues when plans change
- Assist with occasional personal appointments, reservations, purchases, errands, and other administrative matters for the CEO
- Research information and present options in a clear, organized manner to make decisions easier and faster
- Organize documents, correspondence, confirmations, and information needed for upcoming meetings, appointments, and travel
- Communicate professionally with employees, customers, vendors, universities, professional organizations, and other outside parties when appropriate
- Handle confidential business and personal information with a high level of discretion
- Assist with company events, meetings, special projects, and other administrative responsibilities as needed
- Learn the CEO’s preferences and develop systems that anticipate needs rather than simply reacting to requests
- Take ownership of assigned responsibilities and follow through to ensure tasks are completed
Requirements
- Exceptional organizational skills and strong attention to detail
- Dependable, punctual, professional, and trustworthy
- Strong written and verbal communication skills
- Comfortable managing multiple priorities and changing schedules
- Ability to learn quickly, retain information, and remember preferences and procedures
- Comfortable using computers, smartphones, email, electronic calendars, spreadsheets, and modern business technology
- Strong research skills with the ability to compare options and summarize information clearly
- Ability to work independently after receiving proper training
- Proactive personality with the ability to recognize what needs to be done without always waiting for instructions
- Ability to remain calm, resourceful, and organized when schedules or travel plans unexpectedly change
- Willingness to assist with both business responsibilities and occasional personal administrative matters
- Ability to maintain strict confidentiality and exercise good judgment
- Executive Assistant, Administrative Assistant, Personal Assistant, travel coordination, hospitality, office management, or similar experience is helpful but not required
Benefits & Long-Term Opportunity
We offer full-time employees an excellent benefits package that includes health insurance, dental insurance, vision insurance, life insurance, a 401(k) retirement plan with company matching, paid time off, and additional company benefits and programs.
Most importantly, we are looking for someone who wants a career, not a temporary position. We have a great work environment and very low employee turnover, and we believe strongly in developing talented people from within.
This position provides an opportunity to work directly with the CEO of a growing organization and gain exposure to medical technology, manufacturing, sales, marketing, international business, universities, trade shows, corporate travel, acquisitions, and executive-level decision-making.
We would rather find someone with the right attitude, integrity, work ethic, intelligence, and attention to detail and invest the time to train them properly than hire someone simply because they have previously held the title.
If you are looking for a place where you can become an important part of the team, continue learning, take on increasing responsibility, and potentially build a career for many years, we encourage you to apply.
Pay: $18.00 – $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Preferred)
Experience:
- related: 1 year (Preferred)
Work Location: In person