Executive Assistant

Position: Executive Administrative Assistant III

Duration: 6 months contract

Location: Clearwater Plaza, Clearwater, FL 33765 (Hybrid)

Note:

Job Title: Executive Assistant

Reports to: Deputy General Manager or SVP Retail

Location: Clearwater, Florida Nation Operating Center (NOC)

Description:

Job Summary: This pivotal role is designed for a highly skilled, proactive, and analytical administrative professional who will serve as the dedicated Executive Assistant to two key members of our Senior Leadership Team. In this true Executive Assistant capacity, you will manage complex schedules, streamline daily operations, and act as a critical liaison to internal and external partners. This role requires exceptional organizational prowess, sharp business acumen, and the ability to seamlessly balance competing priorities for both executives.

Key Responsibilities:

• Proactively and strategically manage complex, ever-changing calendars for executive leaders. Resolve scheduling conflicts independently, ensure time is prioritized for high-impact initiatives, and maintain agility to accommodate urgent business shifts.
• Orchestrate seamless domestic and international travel itineraries for both executives, including flights, lodging, ground transportation, detailed travel briefings, and visa coordination (if applicable).
• Serve as a highly professional "gatekeeper" and primary point of contact for internal and external stakeholders. Draft, proofread, and manage sensitive, high-level correspondence, filtering inquiries with diplomatic precision.
• Oversee and reconcile monthly expense reporting for executives in full compliance with corporate policies. Assist in tracking departmental budget allocations and flagging variances.
• Organize, align, and prepare materials for critical leadership meetings. Create high-quality PowerPoint presentations, compile comprehensive briefing documents, and draft clear, structured agendas.
• Attend key leadership meetings to capture detailed minutes, extract core deliverables, and actively follow up on actionable items with stakeholders to ensure departmental deadlines are met.
• Lead and support ad-hoc administrative or administrative-adjacent projects, such as market research coordination, internal department culture-building initiatives, or compiling resource packages for brand launches.

Required Qualifications:

• 5 years of dedicated experience as an Executive Assistant supporting C-suite, Senior Vice President, or Executive Vice President levels. Experience supporting multiple executives simultaneously is highly preferred, ideally within the beauty, retail, or consumer packaged goods (CPG) industries.
• Proven capability to multitask and balance the workload, schedules, and priorities of two distinct senior leaders without sacrificing attention to detail.
• Expert-level skills in the Microsoft Office 365 suite (advanced Outlook calendar management, Teams, PowerPoint, and Excel).
• Outstanding written and verbal communication skills, with a refined ability to interact confidently with diverse stakeholders ranging from local field teams to global corporate executives.
• Proven track record of handling highly confidential, strategic, and sensitive information with absolute integrity and strict compliance.