Assistant III - Administrative

PODS•Clearwater, FL

11h

About The Position

Provides administrative support to Vice Presidents and other leaders. The role manages complex calendars, travel arrangements, meetings, and appointments; performs front desk and office support responsibilities; and maintains professionalism, discretion, and confidentiality. It leads administrative projects and special assignments, supports continuity of administrative coverage, and identifies improvements to processes and office efficiency. The position may perform other duties and responsibilities as assigned. The role typically reports to Management, with a direct supervisor title typically including Manager. It is not directly responsible for personnel management decisions or direct reports.

Requirements

Bachelor’s degree in a business-related field or related commensurate experience; an equivalent combination of education, training, or experience is also acceptable.
5–7 years of administrative support experience.
Math skills sufficient to perform required duties.
Advanced organizational and project management skills.
Strong business judgment and decision-making abilities.
Ability to work independently with minimal supervision.
Proficiency in Microsoft Office Suite, Teams, Outlook, PowerPoint, and reporting tools.
Strong interpersonal skills and ability to influence and collaborate across organizational levels.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Ability to handle highly confidential and sensitive information with discretion.
Ability to prepare and deliver clear, effective, professional presentations.
Effective fact-finding, questioning, and assumption-challenging skills.
Direct, clear, and fact-based communication.
Effective questioning, listening, negotiation, and collaboration skills to find common ground and reach supported outcomes.
Ability to identify customer needs and gain commitment to ideas, services, or products using professional knowledge and interpersonal skills.
Integrity, honesty, accountability, and adherence to ethical principles.
Adaptability to changing circumstances and requirements.
Initiative, proactivity, and ability to complete assignments independently.
Ability to assess personal strengths and development needs and pursue improvement.
Strong time management, prioritization, stamina, and productivity.
Professional demeanor and ability to establish trust with internal and external contacts.
Commitment to quality service, attention to detail, policy adherence, and meeting commitments.
Analytical ability to gather and process information, identify issues and relationships, draw conclusions, and interpret results.
Ability to learn and apply new information, skills, and processes quickly.
Creativity and ability to evaluate existing practices, recommend changes, and develop solutions.

Responsibilities

Manage and control complex calendars for up to three Vice Presidents, balancing priorities and ensuring effective use of executive time.
Anticipate scheduling conflicts and recommend solutions aligned with business priorities and executive objectives.
Coordinate meeting logistics, including facilities, technology, catering, visitor access, materials, and follow-up.
Lead administrative projects and special assignments independently, keeping timelines, deliverables, and stakeholder communications on track.
Arrange travel plans and itineraries, and prepare expense reporting for supported leaders.
Serve as a professional liaison among executives, employees, customers, vendors, and external business partners.
Coordinate administrative coverage and continuity during vacations, leaves, and business travel.
Identify and implement improvements to administrative processes, workflows, and office efficiencies.
Maintain confidential information concerning executive schedules, personnel matters, business strategy, and organizational initiatives.
Support front desk operations, including visitor reception, telephone coverage, mail distribution, and office administration as needed.
Organize and maintain departmental records, files, and key business documents.
Prioritize multiple high-impact assignments in a fast-paced environment using sound judgment and discretion.
Manage assigning badges.
Perform other duties and responsibilities as assigned.