Reporting directly to the Chief Operating Officer (COO), the Executive Assistant provides executive, administrative and development support. In this role, you are responsible for supporting all aspects of the COO’s daily work routine, organizing the week, and keeping the COO advised of time-sensitive priority issues. This is a newly created position that is ultimately responsible for making the COO’s work more efficient and effective by reducing the amount of time spent on scheduling meetings, planning travel, and managing emails while also establishing processes and routines that enable the COO to spend time where it is most valuable. Within the flex time of this role, this position will also be responsible for employee benefits administration, to include enrollment assistance, organization, billing reconciliation and benefits analysis for Wish Farms and affiliate companies.

PRIMARY DUTIES AND RESPONSIBILITIES

As the Executive Assistant to the COO you will:

· Assist with daily administrative duties and complete a variety of administrative tasks. Support all aspects of the COO’s daily work routine and keep him advised of time-sensitive and priority issues, ensuring appropriate follow through.

· Manage an active calendar of meetings and appointments. Plan and schedule meetings, conferences and travel. Establish itineraries and compile documents for all meetings initiated by the COO.

· Organize and prepare COO for meetings, including preparation of relevant documents and periodically attending meetings and recording minutes as needed.

· Make travel arrangements including flight, hotel and rental car bookings in a manner that provides efficient and reliable travel. Provide complete travel itinerary for all booked trips to COO. Place details on calendar. Gather and submit all travel receipts on behalf of COO.

· Email management: organize incoming email and assist with prioritization of response. Draft responses where appropriate. Follow up with COO on urgent email matters daily.

· Maximize the COO’s time by reading, researching and routing correspondence, drafting letters and documents, collecting and analyzing information. Make executive and autonomous decisions by using professional judgement on behalf of COO in his absence.

· Conduct research on various topics as assigned. Spend time understanding our business model. Be knowledgeable about all aspects of our company and trends in the broader industry.

· Brief COO each afternoon on the structure of his next day and looking forward into the week and beyond to ensure proper notice of upcoming commitments.

· Receive and screen the COO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and ensuring proper follow up.

· Routinely perform various support duties including scanning and electronically filing documents, preparing, reconciling, and submitting expense reports, and other administrative tasks as needed.

· Maintain extremely confidential and sensitive information.

· Other additional and/or alternative duties as assigned from time to time, including supporting other departments or executives as needed.

Human Resources Support for Benefits Administration:

· Assist Human Resources with benefits administration as time permits.

· Manage benefits enrollments, changes, terminations, reconciliation, analysis and billing for all entities.

· Monitor, pay and reconcile all HSA and FSA employee accounts.

WORK REQUIREMENTS:

· 5 years experience in an administrative support role

· Strong planning, organizational and time management skills.

· Strong interpersonal skills capable of cultivating productive working relationships across the organization.

· Solution oriented mindset with creative and effective problem-solving skills.

· Exceptional writing, editing, and proofreading skills.

· Energetic and eager to tackle new projects and ideas.

· Ability to act as a gatekeeper and escalate relevant information as needed.

· Ability to work effectively with minimal supervision.

· Able to maintain the highest levels of confidentiality.

· Proficient in MS Office Suite, including Excel, Outlook and Word.

· Maintain a public notary…

· Typical workload will be 40-50 hours per week depending on season.

· Due to the sensitivity of the role, you will be required to enter into a confidentiality and non-disclosure agreement that includes non-solicitation and non-competition clauses.

This position is full time and offers paid holidays and PTO as well as a competitive benefits package including medical, dental, vision, life insurance, long term and short-term disability, FSA, HSA with company match, supplemental policies and 401k with company match. We also have an onsite chef and gym!

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• On call

Ability to commute/relocate:

• Plant City, FL 33563: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• What are your salary expectations?

Experience:

• Administrative Assistant: 5 years (Required)
• Microsoft Suite: 3 years (Required)

Work Location: One location