What are the responsibilities and job description for the Executive Administrative Assistant position at Wheeler Staffing Partners?
Job Title: Executive Administrative Assistant
Status: Direct Hire
Location: Tampa, FL 33602
Reports To: Senior Executive Assistant to CEO
We are seeking a highly organized and proactive Administrative Assistant & Office Operations Manager to support our clients' fast-paced Tampa office. This role involves providing comprehensive administrative assistance to 4 senior executives, ensuring smooth office operations. The ideal candidate is self-driven, detail-oriented, and able to prioritize tasks effectively in a dynamic work environment.
Key Responsibilities:
- Calendar Management: Coordinate complex meeting schedules, manage calendars, and handle all related correspondence and logistics.
- Office Administration: Oversee office supplies, new hire onboarding, large meeting catering, and pantry stocking.
- Document Proficiency: Demonstrate advanced proficiency with PowerPoint, Word, Excel, and Office 365, ensuring high attention to detail in proofreading and document processing.
- Event/Conference Management: Organize and manage events, including catering, IT coordination, and logistical support for successful meetings.
- Travel Arrangements: Assist in coordinating travel plans as needed.
- Technology Proficiency: Manage video conferencing setups, office equipment, and maintain a professional phone presence.
- Organizational Skills: Exhibit exceptional organizational, priority management, and time management abilities.
- Flexibility: Adapt to varying work hours, supporting senior team members based in Summit, NJ, and Tampa, FL.
- Backup Support: Provide backup assistance to the Senior Executive Assistant to the CEO as required.
Qualifications & Competencies:
- Ability to manage sensitive communications, data, and information with confidentiality and discretion.
- Strong resilience and diplomacy to meet deadlines and objectives.
- Adaptable communication style based on evolving priorities of senior executives and other stakeholders.
- Professional demeanor and communication with senior leadership, clients, candidates, and employees.
- Exceptional independent work ethic with an eye for detail and sound judgment.
- A proactive "can-do" attitude and ability to meet deadlines in high-pressure situations.
- Proficiency with current office technology and applications.
Education and Experience:
- Bachelor's degree
- 3 years of proven experience as an Administrative Assistant
- Advanced proficiency in Excel, including file merging and data manipulation
- Notary certification is a plus
Other Requirements:
- Must be authorized to work in the U.S.
- Ability to work in the office 4 days a week (remote on Fridays), 9:00 AM – 5:30 PM
Benefits: We offer a competitive benefits package, including medical, dental, life insurance, 401(k), and more.
If you are an adaptable, detail-oriented professional looking for a dynamic role with a growing company, apply today!
Salary : $60,000 - $65,000
