The Penny Hoarder | St. Petersburg, FL
As the Executive Assistant and Office Support Manager, you’ll work in a multi-faceted role supporting daily facilities and office management, and providing administrative support to the senior executive team. With high attention to detail, you are a wizard in both G-Suite and Microsoft Office and are so organized you can predict your supervisor’s next step.
We are looking for someone self-motivated, highly organized, data-driven and accurate, detail and people-oriented, and adept at juggling multiple deadlines. You thrive in a fast-paced environment and are looking for a role where you play a key part in keeping a busy executive and team on track. This position reports to the COO and will work collaboratively across the company to achieve our goals.
Administrative Support to the COO & CEO
Manages the COO and CEO’s calendars and appointments
Responsible for administrative support for the COO, CEO and ad hoc projects/tasks with office staff
Works closely with COO and Finance Director on preparing reports and financial presentations
Books domestic and international travel, including flights, hotels, transportation, etc.
Assists with meeting logistics, including preparation of meeting rooms, materials, and drafting and distributing minutes from key meetings
Plans events, from senior leadership strategy offsites to department and team social events
Occasionally runs errands, pick up meals and coordinate catering
Maintains company confidence by keeping information confidential
Facilities and Office Management
Acts as primary staffing for the office front desk, 8:00 a.m. - 4:30 p.m.
Manages office space and facilities. Supervises the maintenance and alteration of office areas, layouts, and upkeep of office facilities
Professionally greets guests and interviewees with warmth, kindness, positivity and connects them to the right point person
Manages the integrity of the conference room booking process
Owns office security. Controls access to office and ensure it is properly secured each night.
Keeps kitchen areas clean and stocked full of food, drinks, and supplies
Keeps all copier/printer stations stocked
Coordinates outside vendors and services providers people to address facilities issues, including building management
Acts as the point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
Internal Communications Support
Creates and disseminates office communications, including event invites, office announcements, and program reminders
Responsible for new employee desk setup
Requirements & Qualifications
Strong passion for administrative and office management work.
You anticipate the needs of your supervisor and the team - helping to resolve operational and administrative issues before they arise
At least 10 years experience in an administrative support role working in fast-paced environments
Strong grammar and copy accuracy, with an excellent command of written English
Solid spreadsheet skills with a high degree of Excel and/or Google Sheets proficiency - prior accounting /data presentation skills a plus
Adept at creating report templates and document formats
Solid G-Suite and Microsoft Office skills
Comfortable using communication and collaboration technologies (Slack, Zoom, Smartsheets, etc.)
Ability to lift at least 25 lbs
High level of computer proficiency and navigating the internet
Customer service focused, positive attitude and problem-solving mindset
Maintain a high level of confidentiality, professionalism, discretion, and judgment at all times
NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as needed.