Administrative Assistant (Part-time)

TIMES PUBLISHING COMPANY•Saint Petersburg, FL

3d•Hybrid

About The Position

The Administrative Assistant provides high-level administrative and operational support to the Chairman/CEO, President/COO, and other senior leaders as assigned. This role manages calendars, communications, contracts, records, and operational administrative processes while serving as a key liaison across departments. The Administrative Assistant also oversees office administration, supports employee engagement and community initiatives, and helps ensure the efficient operation of executive and corporate functions. Success in this role requires exceptional organization, discretion, sound judgment, attention to detail, and the ability to manage multiple priorities independently while collaborating effectively with stakeholders across the organization. This is a part-time role that will report directly to the President/COO.

Requirements

Candidates should possess a minimum of 5-8 years administrative experience supporting Senior Level Executives.
Must possess strong organizational skills, with proven experience prioritizing work and coordinating several projects at one time and can multi-task in a fast-paced, dynamic, and ever-changing environment.
Qualified candidates should be professional in demeanor and appearance, have excellent written communication skills, strong oral communication and interpersonal skills, exceptional problem solving, critical thinking and customer service skills.
Candidates must have advanced skills with Microsoft Office applications (Word, Excel, PowerPoint, and Outlook) and the ability to accurately gather, summarize, and compile data into effective reports and presentations.
This is a part-time role that requires 1 day/week onsite in Downtown St. Pete.

Nice To Haves

Bachelor’s Degree or equivalent experience is preferred.

Responsibilities

Coordinate calendars, schedule meetings, resolve scheduling conflicts, and arrange travel, conference registrations, and accommodations for executives and department leaders.
Monitor designated executive and departmental email inboxes, routing inquiries and requests to appropriate stakeholders.
Process and route invoices, expense reports, and purchasing card transactions for approval and payment, ensuring accurate coding and supporting documentation for executives.
Review and approve employee timecards and PTO requests, maintaining accurate records and calendar updates.
Coordinate expense & mileage reimbursement submissions, consolidating approvals and forwarding finalized documentation to responsible parties.
Procure office supplies, business materials, and mailroom resources while ensuring proper expense allocation and documentation.
Support day-to-day administrative operations to ensure efficient departmental workflow.
Assist in the planning & execution of employee recognition and leadership events, including scheduling, communications, and logistical coordination.
Coordinate employee recognition gestures, including flowers and acknowledgments for significant life events.
Support executive leadership initiatives and internal engagement activities through administrative coordination and communication.
Serve as or support project administration related to community partnerships, initiatives or events including coordinating and executing project plans and timelines, facilitating internal and external collaboration and participation in post evaluations to optimize results, value and alignment with business goals.