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    Executive Assistant & Office Support Manager

    The Penny Hoarder | St. Petersburg, FL

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    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.

    Key Responsibilities

    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

    • Action-oriented

     

    NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as needed.