Executive/Personal Assistant
Are you an organizational maestro who thrives on managing the intricate details of a fast-paced professional and personal life? If you’re the type of professional who excels at balancing calendars, orchestrating seamless travel plans, and providing top-notch administrative support, then you may be a great fit for this important role. As an Executive/Personal Assistant to the President and EVP, you’ll play a pivotal role in optimizing their professional and personal life to ensure it runs smoothly.
This role involves a blend of administrative, organizational, and personal tasks to support the demands of these Executives’ positions. It requires a high level of organizational skills, discretion, and the ability to manage a wide range of tasks successfully.
Responsibilities:
Executive Support:
Calendar Management:
- Maintain and update the Executives’ calendars, scheduling meetings, appointments, and travel arrangements.
- Help the executives prioritize tasks and responsibilities, ensuring urgent matters are addressed promptly.
- Prioritize and coordinate conflicting appointments and commitments, ensuring optimal time utilization.
Travel Coordination:
- Plan and book domestic and international travel, including flights, hotels, transportation, and visas.
- Prepare detailed itineraries and travel packs, considering time zones and potential delays.
Communication & Meeting Coordination:
- Handle incoming calls, emails, and correspondence, responding or redirecting as appropriate.
- Schedule and organize meetings, conferences, and video conferences.
- Prepare meeting agendas, materials, and distribute meeting minutes.
- Assist in planning and organizing corporate events, meetings, conferences, and personal gatherings.
- Assemble and coordinate the distribution of marketing bags or promotional materials for events, trade shows, or client meetings, ensuring that all materials are organized, well-presented, and in line with branding guidelines.
Data Management:
- Maintain an organized digital and physical filing system for documents, contracts, reports, and confidential information.
- Assist in drafting, editing, and formatting documents, presentations, and reports.
- Process and reconcile expense reports and invoices, ensuring accuracy and compliance with company policies.
- Conduct research on various topics, compile data, and provide summarized reports as required.
Confidentiality and Security:
- Handle sensitive and confidential information with the utmost discretion and maintain strict confidentiality.
Personal Support:
Errands and Personal Tasks:
- Safely transport children to and from school, extracurricular activities, and appointments, ensuring punctuality and their well-being during transit.
- Assist with personal tasks such as shopping, gift buying, and special requests.
- Coordinate household maintenance and repairs as needed.
Qualifications:
- Bachelor’s degree preferred but not required.
- Proven experience as an executive assistant or personal assistant, preferably in a similar capacity.
- Proficiency in office software, including Microsoft Office Suite and calendar management tools.
- Strong communication skills, both written and verbal.
- Exceptional organizational and time management skills.
- Ability to multitask and prioritize tasks effectively.
- Discretion and confidentiality are essential due to exposure to sensitive information.
- Travel within the Tampa area. A valid driver’s license in good standing is required.
- Problem-solving skills and the ability to work independently.
- Flexibility to adapt to changing priorities and schedules.
- Professional appearance and demeanor.
- Knowledge of travel booking and expense reporting systems is a strong plus.
Job Type: Full-time
Pay: $18.81 – $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Tampa, FL: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- Do you have a valid drivers license in good standing?
Experience:
- Executive/Personal Assistant: 4 years (Required)
Work Location: In person
