What are the responsibilities and job description for the Executive Assistant and Office Admin. position at Homes By West Bay LLC?
Homes by WestBay & Casa Fresca Homes offer a new kind of home building experience with a focus on delivering an exceptional homebuilding experience at an outstanding value. Recognized both nationally and regionally for our award-winning new home designs, we offer new single-family homes for sale throughout the finest new communities within the greater Tampa Bay area. Founded in 2009, we have evolved into the largest, privately owned new homebuilder in the Tampa Bay and Central Florida markets.
The Executive Assistant and Office Administrator provides high-level administrative support to executive leadership while assisting the Office Manager with daily office operations and events. This role requires strong organizational skills, discretion, and the ability to manage competing priorities in a fast-paced, team-oriented environment. The ideal candidate is proactive, detail-oriented, and committed to maintaining a positive and productive workplace culture.
Responsibilities:
Executive Assistant
- Manage calendars, schedule meetings, and coordinate appointments for CFO, COO, Vice president of Land Development, and Division Managers.
- Handle confidential correspondence, prepare meeting materials, and track action items.
- Coordinate executive travel arrangements, including itineraries, accommodations, and transportation.
- Prepare and submit accurate expense reports in a timely manner.
- Serve as a liaison between executives and internal/external stakeholders, ensuring effective communication.
Office Administrator
- Assist the Office Manager in maintaining overall office functionality, including cleanliness, repairs, and supply inventory.
- Help manage incoming and outgoing mail, including FedEx, certified, and registered deliveries.
- Ordering, tracking, and restocking of all office supplies and event materials.
- Assist with planning and execution of company events, meetings, and employee celebrations.
- Maintain filing systems, office directories, and internal documentation.
- Monitor office policies and procedures, ensuring adherence and recommending improvements.
- Coordinate with vendors and service providers as needed under the direction of the Office Manager.
- Support special projects and cross-functional initiatives as assigned.
Skills
- Cost Consciousness: Operates within approved budgets, identifies and implements cost-saving measures, contributes to profitability, and conserves company resources.
- Problem Solving: Efficiently identify and resolve issues by gathering and analyzing relevant information to develop practical, reasonable solutions.
- Planning & Organization: Effectively prioritizes tasks, manages time, allocates resources, and develops realistic action plans to ensure timely completion of objectives.
- Oral Communication: Communicates clearly and persuasively in meetings and presentations; actively listens, seeks clarification, and responds appropriately to questions.
- Written Communication: Produces clear, concise, and well-edited written materials; presents data effectively and accurately interprets written information.
- Collaboration: Demonstrates the ability to work effectively across cross-functional teams to achieve shared goals.
- Adaptability: Thrives in dynamic environments by managing shifting priorities, adapting to change, and maintaining performance during unexpected challenges or delays.
- Ability to integrate and apply the company’s PACT framework in all job functions.
Requirements
- Associate’s degree in business administration, or a related field preferred; equivalent experience accepted.
- 100% Onsite Role.
- Minimum of 3 years of administrative support experience.
- Exceptional written and verbal communication skills.
- Strong organizational and planning abilities with proven administrative support experience.
- Strong interpersonal and relationship management skills, especially when coordinating across departments and with external partners.
- Proficient in Microsoft Office Suite (at an intermediate level or higher).
- Solid understanding of office management systems, tools, and procedures.
- Excellent time management skills with the ability to prioritize tasks and manage multiple responsibilities simultaneously.
- Meticulous attention to detail and strong problem-solving capabilities.
- Proactive mindset with the ability to anticipate needs and take initiative.
- Must be able to lift and carry up to 25 pounds occasionally for tasks such as receiving deliveries, setting up events, or organizing office supplies.
Additional Requirements
- This is a 100% on-site position based in the Tampa Bay, FL area and will require relocation if you are not currently located in the area.
- This is a non-exempt role, and any overtime worked requires prior approval from management. Failure to obtain management approval for overtime may result in corrective action in accordance with company policy.
- Being authorized to work in the U.S. without employer sponsorship is a precondition of employment.
Homes by WestBay, LLC and Casa Fresca Homes – Cool House, LLC., is an Equal Opportunity Employer. The company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
Other duties may be assigned as necessary, and reasonable accommodations will be made to enable individuals with disabilities to perform essential functions. This policy applies to all aspects of employment, including but not limited to recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.