Advanced Executive Assistant

Advanced Executive Assistant Job Description Global Procurement Solutions, Inc. is a Service-Disabled Veteran Owned Small Business (SDVOSB) that has been in operation since 2010 specializing in providing janitorial / sanitation products to our customers.   We are seeking an Advanced Executive Assistant for our office location in Altamonte Springs, FL ( position is not remote ). Reports To : Chief Executive Officer (CEO), Chief Operating Officer (COO), or other senior leadership. Primary Responsibilities : Executive Support : Manage the executive’s calendar, ensuring proper scheduling of appointments, meetings, and travel. Prioritize and manage incoming requests, calls, emails, and other communications for the executive. Coordinate and prepare materials for meetings, presentations, and conferences. Travel and Event Coordination : Plan, organize, and manage complex domestic and international travel arrangements— including flights, accommodations, ground transportation, and itineraries. Coordinate logistics for executive events, such as conferences, board meetings, client presentations, and company off-sites. Ensure all travel arrangements align with the executive’s preferences and company policies, while being mindful of budget constraints to avoid unnecessary expenses Project Management : Assist in managing special projects, from inception to completion, often involving multiple stakeholders across departments. Track project timelines, deadlines, and deliverables, ensuring that objectives are met. Prepare reports, proposals, and other documents related to ongoing projects. Communication and Liaison : Serve as the primary point of contact between the executive and internal / external departments, including manufacturer’s, distributor’s, political entities and various organizations. Screen and direct phone calls, emails, and other correspondence with tact and discretion. Prepare and draft correspondence, reports, and presentations on behalf of the executive. Office and Records Management : Maintain organized and efficient filing systems (both digital and physical) for important documents, correspondence, and records. Oversee the management of confidential and sensitive / confidential information, ensuring privacy and compliance with company policies. Order office supplies and manage vendor relationships for office-related needs. Meeting Coordination : Schedule and organize high-level meetings, including video and conference calls. Prepare agendas and ensure executives have all relevant documents and data for the meeting. Take detailed minutes, capturing key talking points, action items, and due outs; distribute meeting notes to all participants / or as directed. Ensure timely follow-up on action items and assignments, communicating via email or calls to confirm completion and maintaining accurate meeting records. Administrative Leadership : Supervise and mentor junior administrative staff or other assistants within the organization. Develop and implement best practices for administrative functions across the department. Continuously identify opportunities to streamline processes and increase efficiency. Confidentiality and Discretion : Handle sensitive and confidential information with the utmost discretion and professionalism. Maintain confidentiality regarding executive decisions, internal matters, and business strategies. Key Skills and Qualifications : Experience : 5 years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role in a corporate environment, ideally supporting C-suite executives. Former military preferred. Education : Bachelor’s degree in Business Administration, Management, or a related field is preferred. Technical Skills : Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other collaboration tools (e.g., Zoom, TEAMS, Webex). Familiarity with project management software (e.g. Microsoft Project). Knowledge of CRM systems and document management tools is a plus. Soft Skills : Exceptional organizational and time management skills, with the ability to prioritize tasks and meet tight deadlines. Strong written and verbal communication skills. Ability to work independently with minimal supervision and also collaborate effectively in a team. Attention to detail, accuracy, and the ability to problem-solve under pressure. Personal Attributes : Highly proactive and resourceful with the ability to anticipate needs and solve problems before they arise. Strong interpersonal skills, with a professional and polished demeanor. Ability to maintain calm and professionalism in high-pressure situations. Work Environment : The position may require extended hours during peak times or when supporting senior executives during travel or important projects. The role often involves frequent interaction with senior leadership, internal team members, and external parties, so strong networking and relationship-building skills are key. You will be surrounded by an energetic, dynamic team composed of both civilian professionals and former military personnel, fostering a collaborative and high-performance work environment. Powered by JazzHR