Lotane & Associates, PA is located in Brevard County and serves clients in the state of Florida. We have a large office in Cocoa, FL and have been practicing for over 45 years locally. LA is a fast paced, high volume, and fun work environment. We pride ourselves in exceeding the expectations of our clients and we have a stellar team. Skilled candidates will have the opportunity to expand their knowledge and cultivate their career within the company. If you are enthusiastic, organized, detail oriented, have a desire to make a difference, have relevant experience and want to be a part of an amazing team, we encourage you to review the following and submit your resume.

Role and Responsibilities

Lotane & Associates, PA currently has an opening for an experienced Administrative Assistant. You will be expected to efficiently manage and organize the Director of Operations' schedule so her day runs smoothly. You will support the DOO, the business, it's leaders, and staff by successfully executing the duties listed below. We need an Administrative Assistant that thrives in a fast paced environment where you can show off your organizational and multi-tasking skills. We're looking for someone to join our team that truly enjoys this line of work. If this this sounds like you, please submit your resume for our immediate consideration.

• Prepare and edit correspondence, communications, presentations and other documents
• File and retrieve documents and reference materials
• Conduct research, assemble and analyze data to prepare reports and documents
• Manage and maintain executive’s schedule, appointments and travel arrangements
• Arrange and coordinate events and meetings via Teams, Outlook, etc.
• Record, transcribe and distribute minutes of meetings
• Support Meeting – take notes, distribute, and coordinate calls
• Maintain Monday.com board tasks and update regularly
• Monitor, respond to and distribute incoming communications
• Answer and manage incoming calls
• Receive and interact with incoming visitors
• Liaise with internal staff at all levels
• Assist with survey preparations
• Assist taking photos of all company events when needed
• Update and maintain Company Facebook page
• Assist the Event Coordinator when needed for company events
• Assist with coordinating the annual company trip
• Purchase items for events with the company credit card
• Coordinate project-based work
• Interact with external clients
• Manage purchasing for the firm
• Vendor management for building maintenance and janitorial work
• Log/check receipts for all purchases
• Print and submit contracts
• Proofreading
• Create PowerPoint presentations as needed
• Manage vendor for Copier, ordering supplies, escalating when issues arise
• Assist with vendor management
• Reconcile credit card statement prior to submitting to accounting
• Coordinate conference calls
• Prepare agenda for all hands meeting – take minutes and distribute through Monday.com
• Assist with new hires – set up & supply their desks with a note pad, pens, sticky notes, contact list, and Star with employee’s name
• Create certificates for STARS Reward program, maintain list for recognition and communicate with leadership
• Assisting with handing out/distributing employee recognition
• Remind DOO of appointments Plan all travel for DOO, Leaders, and Support staff when needed
• Manage incoming traffic to DOO’s office, schedule meetings, and offer resolutions
• Daily lunch run or ordering lunch as needed
• Other responsibilities as assigned

Compensation Range: Rate will vary depending on experience

Qualifications and Education Requirements·

• You must have initiative!!
• High School Education plus college courses in a relevant field OR experience in lieu of college degree work
• 2 years experience as an administrative assistant
• Knowledge of standard office administrative practices and procedures
• Microsoft Office Suite, Outlook, Word, Excel, PowerPoint at Intermediate experience
• Ability to learn new software quickly and computer savvy
• Strong organizational and time management skills
• Information gathering and information monitoring skills
• Ability to solve problems promptly and creatively using good judgement
• Strong written and verbal communication skills
• Must be able to adapt to sudden changes in direction/scope
• Typing 40 WPM and excellent telephone skills
• High degree of accuracy, attention to detail, confidentiality, professional attitude, reliable, and very organized
• Strong interpersonal communication skills for interacting with personnel of all levels, internal and external vendors and partners as required
• Ability to follow or provide verbal & written instructions with sufficient grammar and spelling skills to avoid mistakes or misinterpretations
• Able to communicate effectively in English, both verbally and in writing

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Schedule Management: 2 years (Preferred)
• Administrative Assistant: 2 years (Preferred)

Ability to Relocate:

• Cocoa, FL 32922: Relocate before starting work (Required)

Work Location: In person