Executive Assistant

Trademark Recruiting is conducting a search for a well established, reputable, financial services firm based in Tampa, FL who are looking to bring on an Executive Assistant that will support the executive leadership team. This is an excellent opportunity to join an established, professional organization where you will be an integral part of the team.

Executive Assistant – Corporate Executives

Location: Tampa, FL (On-site, Monday–Friday, 9:00 AM–5:00 PM)

Company: Small Financial Services Firm

Position Overview

We are seeking a highly organized, proactive Executive Assistant to support our leadership team of four. This individual will serve as a critical partner to our executives, ensuring smooth day-to-day operations by managing schedules, coordinating travel, handling expenses, and facilitating communication. The ideal candidate is detail-oriented, resourceful, tech-savvy, and thrives in a fast-paced, professional environment.

KEY RESPONSIBILITIES

• Provide comprehensive administrative support to four corporate executives.
• Manage complex and dynamic calendars, including scheduling meetings, conference calls, appointments, and internal/external engagements.
• Coordinate domestic and international travel arrangements, including flights, hotels, itineraries, and ground transportation.
• Prepare, track, and process expense reports in a timely and accurate manner.
• Serve as a professional point of contact for phone calls, emails, and correspondence; prioritize and route communications as appropriate.
• Organize and maintain confidential files, documents, and records.
• Assist in preparing presentations, reports, and meeting materials using Microsoft Office (Word, Excel, PowerPoint).
• Support project tracking, meeting follow-ups, and general office organization.
• Anticipate executive needs and proactively resolve scheduling or logistical issues.
• Perform other administrative tasks as needed to support the leadership team and office operations.

QUALIFICATIONS

• At least 5 years of experience as an Executive Assistant, Administrative Assistant, or similar role—preferably supporting senior leadership.
• Strong proficiency in Microsoft Office Suite, especially Outlook, Excel, Word, and PowerPoint.
• Exceptional time-management and multitasking skills; able to manage shifting priorities with grace.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and judgment in handling confidential information.
• Strong attention to detail, accuracy, and follow-through.
• Ability to work independently and as part of a team in a fast-paced environment.
• Experience in financial services is a plus but not required.

WORK ENVIRONMENT

• On-site position: Monday–Friday, 9:00 AM–5:00 PM.
• Collaborative, professional office environment in Tampa.
• Compensation & Benefits