Executive Assistant/ Office Manager

Job Description

Undertake the tasks of receiving calls, taking messages and routing correspondence
Maintain calendars, arrange meetings and appointments and provide reminders
Take meeting minutes and accurately transcribe notes
Develop and carry out an efficient documentation and filing system
Prepare various reports and information needed for business meetings
Organize projects and provide follow-up
Schedule on and off-site meetings including all logistical coordination
Prepare and process expenses, purchase orders and invoices for...

Travel Manager

Manages the relationship with our travel partner (Travel Inc.), performs all travel approvals (must be able to review travel during the day, evenings, and weekends due to travel changes/emergencies w/ weather and other issues.)
Manages nationwide hotel and car relationships as well as negotiate rate agreement
Assists Finance with the travel budgets and provide travel reports annually with spending
Manage the corporate AMEX accounts and work with AP monthly to provide receipts and explanations for travel and meeting expenses
Provides credit card authorization forms to hotels for employees that do not have credit cards approving the use of Corporate AMEX use
Corporate meeting planner - Sources hotels for best rates and books all Company meetings to adhere to budgets (meeting sizes from 5 people to 600 people)

Office Manager

Manages the front desk receptionists and provides backup for the front desk for vacations, sick days, etc.
Answers phones and provides front desk support when necessary
Manages the facilities maintenance staff to ensure proper cleaning and support for office functions.
Manages relationship with our cleaning vendor and reviews/approves monthly cleaning invoices.
Manages the relationship with building management and parking company to include issuing employee parking badges and maintaining the corporate employee spreadsheet and update the building manager of any new hires, changes, or terminations
Coordinate employee seating charts for new hires
Manages relationship and tickets with National sports leagues

Confidentiality

Absolutely assure discreet handling of all business matters. Ensure all information is sent in a secure manner.

Education And Experience

Bachelor’s degree in arts, sciences, business or related field OR 5+ years’ experience in any field managing projects, budgets, scheduling or related field
Five (5) to Seven (7) years administrative experience
One (1) to Three (3) years minimum experience in Project Management or closely related field
High proficiency with all MS Office applications: Outlook, Word, Excel, PowerPoint
Outstanding organizational skills and ability to handle multiple projects
Excellent customer service skills
Project management and timeline management experience

Language Skills

Ability to respond effectively to the most sensitive inquiries or complaints
Ability to effectively present written and/or verbal information in a clear, concise manner within a cross-functional team environment
Ability to read, analyze, and interpret complex documents

Mathematical Skills

Ability to grasp and manipulate timelines as they relate to projects to be able to provide key milestone updates to team members

Work Environment

This position requires working primarily in an office environment.

Location

Sarasota, FL

Time Type

Full time

Department

Office Services