Administrative Assistant

JOB TITLE: Administrative Assistant

STATUS: Full time, Non-exempt

DEPARTMENT: Corporate Services

SUPERVISOR TITLE: COO, Deputy General Counsel, VP HR

JOB SUMMARY

Experienced, ultra-professional Administrative Assistant needed to support three executive team members at a stable and successful insurance company by providing exceptional service to enhance the effectiveness of these executives as well as representing them and the company in a professional manner. This position will have a variety of duties and is suited for someone who enjoys special projects and occasional new assignments.

ESSENTIAL FUNCTIONS

• Maintains appointment calendar and schedule by planning and scheduling meetings, conferences, and teleconferences. Coordinates meeting preparation with room reservations, set-up, and catering
• Acts as a point of contact and “gatekeeper” of the executive offices
• Books travel, confirms itineraries, and arranges ground transportation and hotel accommodations
• Conserves executive's time by reading, editing, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Establishes daily priorities and ensures that matters of sensitivity are carried out with absolute discretion and confidentiality
• Welcomes Board members, shareholders, investors, and other guests and by greeting them, in person or on the telephone; answering or directing inquiries
• Keeps and maintains historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
• Ability to work from other offices in Tampa as needed
• Other duties as assigned by supervisors

REQUIRED SKILLS & EXPERIENCE

• Must have strong skills in MS Outlook, Word, Excel, and PowerPoint with the ability to create correspondence, reports, and presentations from inception
• Exceptional written and verbal communication skills
• Professional appearance and demeanor at all times
• Strong interpersonal skills
• Able to skillfully represent the company in a positive and professional manner
• Strong attention to details and accuracy
• Able to prioritize tasks and meet deadlines
• Flexible in a fast-paced, ever-changing environment

EDUCATION & TRAINING

• Bachelor's Degree highly preferred. Associate's Degree required.

EXPERIENCE

• 3 years directly supporting executives in a support capacity preferred.

LICENSES OR CERTIFICATIONS

• None

IN OFFICE POSITION

This is an onsite position currently located at 3802 Coconut Palm Drive, Tampa, Florida, 33619. There may be times when the position will report to other company offices on a temporary basis. Though some hybrid work may be allowed dependent on the schedules of the executives, this position will largely be in office 5 days a week.

WORK ENVIRONMENT

Work is primarily sedentary in nature. Job operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and other devices. The employee will be exposed to normal office environment conditions and temperatures. Noise level is low to moderate.

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