Executive Assistant - Tampa (On-site)

Come join our GTE Financial team!

We are looking for an organized, professional, dedicated individual to join as an Executive Assistant. Must have experience assisting multiple C Suite Executives. Reporting to the Chief of Staff (COS) to the President & CEO, the Executive Assistant will provide overall administrative support to the Executive Management Team (EMT) consisting of 5 C level Executives, including but not limited to, managing heavy calendar scheduling for internal and external meetings, coordinating domestic and international travel arrangements, reconciling accounts, maintaining and updating contacts, managing incoming calls, preparing investor and meeting materials, supporting special events and other day-to-day activities to support the executives. This individual has a track record of building and maintaining strong rapport with executives as well as the entire organization and possesses effective interpersonal and communication skills.

What does GTE look for in an Executive Assistant to Chief Executives?

Administrative:

• Provide high-touch administrative support for C-level Executive team (EMT). Proactively predict their needs and prioritize tasks to increase efficiency.
• Manage and maintain a heavy and complex calendar, appointments, and meeting requests through Outlook/iCalendar, in a fast-paced environment that requires frequent re-prioritization and shifting appointments.
• Coordinate domestic and international travel.
• Prepare meeting spaces and conference room amenities, and coordinate conference schedules with high priority contacts.
• Perform general administrative functions (answering phone calls, ordering lunch, coordinating vendors, printing, mailing, faxing, scanning, and binding, etc.). Heavy word processing including formatting templates, documents and presentations, proofing, printing, copying.
• Assist in the organization and review of meeting materials and PowerPoint presentations.
• Collaborate with internal and external contacts and handle sensitive and confidential information.
• Participate in special projects as needed.
• Maintain member confidence and protects operations by keeping information confidential.
• Interacts with Board of Directors on occasion.
• Responsible for all aspects of meeting planning, which may include contract negotiation, budgeting, managing, implementation, site searches, ground procurement, team building, recreation, and reconciliation of the final invoice for all off-site meetings for the Executive Management Team.
• Directs preparation of records such as agenda, notices, minutes, and corporate resolutions for accuracy for meetings.
• Completes projects as assigned and follows up on results.
• Arranges complex and detailed travel plans and itineraries and compiles documents for travel-related meetings.
• Sets up meeting schedule, organizes materials, reviews transportation itineraries, and books venues and services.
• Organizes required catering services, room and communication equipment setup for scheduled employee and Board events.
• Opens and determines disposition of incoming mail.

Experience:

• Must possess strong interpersonal skills.
• Represents the Executive Management team to the company and outside vendors and visitors.
• Demonstrates strong diplomacy and effective administrative abilities to enhance the EMT overall effectiveness and the success of the organization.
• Expert computer skills, word processing and spreadsheet software capabilities specifically in Excel
• Ability to maintain and process confidential company information.
• High degree of initiative, independent judgment, and well-developed analytical and problem-solving abilities.
• Ability to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines.
• Effective oral and written communication skills and strong interpersonal and diplomacy skills.

Operational:

• Performs various administrative duties including invoice processing, expense reimbursements,
• Maintains accessibility during extended hours and all days of travel of the EMT.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting order for supplies, verifying receipt of supplies.
• 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.

Required Qualifications:

• Undergraduate degree preferred.
• Minimum 8–10 years of administrative support, specifically in a fast-paced environment with 4 years’ experience supporting the executive level.

Position Details:

• On-site
• Location:  Downtown Tampa – GTE Headquarters
• Department Hours:  Monday– Friday (8:00 am to 5:00 pm)

Full-time hours required, with additional hours as necessary to accomplish objectives, goals, and projects.

Come and join our award-winning team.

GTE Financial is an Equal Opportunity Employer.

Note: The above statements describe the general nature and level of the work being performed and are not an exhaustive list of all responsibilities of an employee in this job. GTE Reserves the right to revise or change job duties at any time as directed by management. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.