Assistant III - Administrative

PODS•Clearwater, FL

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 typically reports to Management, with a direct supervisor title typically including Manager. The position does not have direct-report management responsibilities.

Requirements

Bachelor’s degree in a business-related field or related commensurate experience; an equivalent combination of education, training, or experience is also accepted.
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, listening, negotiation, and customer-commitment skills.
Direct, fact-based communication and adherence to ethical principles, accountability, and integrity.
Adaptability, initiative, self-development, personal productivity, and professionalism.
Ability to deliver quality results, analyze information, learn quickly, and identify innovative solutions.

Responsibilities

Manage complex calendars for up to three Vice Presidents, balancing competing priorities and optimizing 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, itineraries, and expense reporting for supported leaders.
Serve as a professional liaison among executives, employees, customers, vendors, and external business partners.
Coordinate administrative coverage during vacations, leaves, and business travel.
Identify and implement improvements to administrative processes, workflows, and office efficiencies.
Maintain confidential information related to executive schedules, personnel matters, business strategy, and organizational initiatives.
Support front desk operations, including visitor reception, telephone coverage, mail distribution, and office administration.
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.