Executive Assistant to the President

Executive Assistant to the President

Company: Well-respected global organization in Tampa.

Role type: Onsite – HQ located in approximately 7 miles north of TPA

Summary Description:

The Executive Assistant to the President serves as a strategic partner reporting directly to the President responsible for coordinating executive priorities and supporting cross-functional initiatives.

Under direction, is responsible for advanced secretarial, administrative and confidential assignments for the President and Transformation Executives and handles issues and activities in support of the President and Transformation Executives as appropriate, exercising independent judgement and initiative.

Essential Job Functions:

• Manages Presidents’ time based on understanding of business priorities and other key variables to manage the executives’ calendar, proactively scheduling meetings and organizing priorities. Manages scheduling conflicts by reorganizing the schedule of appointments and meetings. Keeps executive “on schedule”.
• Support the President and Transformation Executives in day-to-day operations by facilitating communication, coordinating strategic priorities, and ensuring effective execution across departments and stakeholders.
• Build relationships across departments to improve responsiveness, remove friction, and enable collaboration.
• Lead the planning and coordination of executive meetings, leadership offsites, and corporate events.
• Manage travel arrangements for executive including determining route, transportation, lodging and monitor progress to make changes.
• Manage travel arrangements for other key executives as needed.
• International Meetings –ensure proper travel documents are obtained. Coordinate with overseas offices on logistical details, including receiving and loading of presentations.
• Serves as liaison with direct reports, employees and vendors. Maintains confidential nature of communications. Meet with direct reports as needed to discuss priorities and business projects.
• Lead special projects and cross-functional initiatives on behalf of the President, ensuring accountability and timely execution.
• Executive Leadership Team Meetings – set agenda and presentation for meeting, working with President, Transformation Executives, and ELT members. Attend meetings each month.
• Responsible for daily office operations: opens, sorts, and distributes incoming mail, answers, screens, delegates, and handles incoming phone calls; maintains office efficiency and handles unforeseen situations.
• Manage executive email – prioritize and respond, if needed, immediately.
• Support the preparation and delivery of executive presentations and Board materials.
• Help shape internal communications and ensure consistent messaging from the President’s office.
• Coordinating activities with other administrative assistants, such as department team building and functions.

Required Skills and Competencies:

• Exercise and maintain a high degree of confidentiality.
• Demonstrates profession judgement and discretion.
• Strong business acumen and understanding of organizational dynamics.
• Excellent written and verbal communication skills, with the ability to influence and build relationships across all levels.
• Highly organized and resourceful, with the ability to manage competing priorities in a fast-paced environment.
• Analytical mindset with the ability to interpret data and apply insights to business decisions.
• Proven ability to lead through influence and build trust across all levels of the organization.
• Ability to interact with all levels of management.
• Use of excellent time management and interpersonal skills.
• Strong planning, problem-solving, and process improvement skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), project tracking tools, and virtual collaboration platforms (e.g., Teams, Fuze, Zoom, SharePoint).

Education and Experience:

• Bachelor’s degree in business administration, Management, or a related field (or equivalent experience supporting at the executive level) required; MBA or advanced degree preferred.
• 5 years of progressive experience in executive support, project management, strategy, or business operations.
• Demonstrated success supporting C-level executives and managing cross-functional teams or projects.
• Experience with internal services management (administration, facilities, vendors, budget, etc.) strongly preferred.
• Experience in or exposure to investor relations, corporate communications, or executive reporting is strongly preferred.

Travel Requirements:

• This position is based at the corporate office, and some travel will be required.