Administrative Assistant

TBC Corporation•Palm Beach Gardens, FL

13d

About The Position

The Executive Assistant provides high-level administrative support to one or more executives. The role oversees complex calendar management, meeting planning, presentation preparation, travel arrangements, and regular administrative functions. It is highly visible internally and externally and works with shareholders, vendors, stakeholders, and others to ensure a seamless experience. The position also supports meetings and events, manages correspondence and records, handles confidential information, and anticipates executives’ needs. Additional tasks include coordinating catering and lunches, arranging visas and passport renewals, maintaining office supplies and storage, and collaborating with other Executive Assistants and TBC team members. Other duties may be assigned.

Requirements

At least two years of administrative assistant experience supporting C-level executives.
Uphold strict confidentiality and handle sensitive information professionally.
Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
High proficiency in Microsoft Office software.
Ability to resolve issues independently and make decisions.
Flexibility to adjust to changing priorities and requirements.
Aptitude for learning technology, systems, and software.
Proactive attitude.
Ability to manage time and resources effectively.
Strong attention to detail.
Excellent communication skills.
Ability to accurately handle correspondence, scheduling, and documentation.
Reliable transportation for occasional errands and meeting or event setup.

Nice To Haves

Bachelor’s degree in business administration, communications, office management, hospitality, or a related field.
Bilingual in Spanish and English.

Responsibilities

Provide administrative support to executives.
Manage complex calendars and appointments for executives.
Coordinate travel arrangements and accommodations.
Reconcile expenses and submit expense reports accurately and on time.
Handle correspondence, emails, and phone calls.
Organize and maintain files and records.
Prepare reports, presentations, and other documents.
Conduct research and gather information as needed.
Assist with meeting preparation and logistics.
Manage office supplies and inventory.
Act as a liaison between executives and internal and external contacts.
Handle confidential information with discretion and professionalism.
Anticipate executives’ needs and proactively address them.
Record meeting minutes and distribute them.
Assist with meetings and events.
Arrange and set up catering and food orders for meetings as requested.
Order and distribute lunches for executives.
Assist with PowerPoint presentations and agendas.
Send calendar invites and emails on behalf of executives.
Maintain the storage closet.
Assist with refilling executive refrigerators and fixing coffee machines.
Assist with visa and passport renewals as necessary.
Collaborate effectively with other Executive Assistants and TBC team members.
Perform other duties as assigned.

Benefits

Market-competitive compensation.
401(k) and Roth plans with company match and immediate 100% vesting.
Medical, dental, and vision benefits.
Company-paid short-term disability and employer-subsidized long-term disability.
Company-paid life insurance.
Discounted tire purchasing.
Tuition reimbursement.
Employee assistance program.
Generous paid vacation and paid time off.
Customizable voluntary benefits.