Executive Administrative Assistant

Circle K•Tampa, FL

About The Position

Executive Administrative Assistant RESPONSIBILITIES Maintains calendars for business unit and Vice President including scheduling of meetings, conference calls, etc. Responsible for maintaining event calendar and coordination of all events. Serves as office manager with oversight for managing all equipment, furniture, fixtures, etc. Responsible for Vice President travel arrangements including coordination of schedules with customers, colleagues, etc. Responds to written requests for information as required including creating business unit publications. Participates in and summarizes meetings as required. Manages external and internal phone calls and e-mails as required. Compiles information and data required for routine and ad hoc meetings and presentations. Develops presentations for Vice President and other department meetings as required. Provide routine administrative support to various business unit directors as periodically requested. Supports project management activities for special projects as required including contributing in projects; sequencing project elements; monitoring project progress; coordinating activities; recommending actions; resolves problems. Maintains professional and technical knowledge by attending educational workshops; reading professional publications; establishing personal networks; and participating in professional societies. Contributes to team effort by accomplishing related results. Occasional overnight travel Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions. Allocates program costs by preparing operational and risk reports for analyses. Maintains staff by recruiting, selecting and orienting employees. Maintains staff job results by training coaching, counseling and disciplining employees, planning, monitoring and appraising job results. Maintain professional and technical knowledge by attending educational workshops; reading professional publications; establishing personal networks; or participating in professional societies. Contributes to team effort by accomplishing determined Financial and Key Result Area targets pursuant to Company Plan guidelines. Job duties may change with or without notice REQUIREMENTS High school diploma or equivalent required; AA or BS preferred. Five (5) years’ experience in executive administrative support role. Proficient in Microsoft Office including Outlook, Word, Excel, PowerPoint; Access, Photoshop and Adobe preferred. Knowledge of retail business preferred. Strong verbal and written communication skills. Ability to work flexible hours with limited direct supervision; strategic approach with high level of organization skills to manage multiple and constantly changing priorities. Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Complete physical activity inventory of the position includes: · Sit for long periods of time. · Operate computer keyboard and mouse for data entry. · View computer monitor · Hear and speak via telephone. · Reach forward and/or overhead · Occasionally lift up to 20 pounds Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working conditions inventory of the position includes: · The noise level in the work environment is usually moderate at a normal range. · The lighting will include natural light from the outside as well as fluorescent lighting throughout the work areas. · Work with minimum direction and periodic supervision. THE ABOVE STATEMENTS REFLECT THE GENERAL QUALIFICATIONS / DUTIES AND /OR RESPONSIBILITIES NECESSARY TO IDENTIFY THE JOB AND ARE NOT NECESSARILY INTENDED TO SET FORTH ALL OF THE SPECIFIC REQUIREMENTS OF THE JOB. NOTE: This Job Description may change periodically as required by business necessity, with or without advance notice to employees. Circle K is an Equal Opportunity Employer. The Company complies with the Americans with Disabilities Act (the ADA) and all state and local disability laws. Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the ADA and certain state or local laws as long as it does not impose an undue hardship on the Company. Please inform the Company’s Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process. Click below to review information about our company's use of the federal E-Verify program to check work eligibility: In English In Spanish Our mission at Circle K is to make people's lives a little easier every day. Our global family of 130,000 people in over 16,000 stores and 26 countries makes that possible for our millions of clients worldwide, which is why we are committed to helping them achieve their goals and grow with us. We set ourselves apart by our culture of pride: pride in our people and their development, pride in serving others, what we've built and what we are striving to achieve. No matter where you come from or where you are heading in your career, there is a place for you to grow at Circle K. When you grow, we grow - together. To return to the list of job postings, click here.

Requirements

High school diploma or equivalent required; AA or BS preferred.
Five (5) years’ experience in executive administrative support role.
Proficient in Microsoft Office including Outlook, Word, Excel, PowerPoint; Access, Photoshop and Adobe preferred.
Knowledge of retail business preferred.
Strong verbal and written communication skills.
Ability to work flexible hours with limited direct supervision; strategic approach with high level of organization skills to manage multiple and constantly changing priorities.
Sit for long periods of time.
Operate computer keyboard and mouse for data entry.
View computer monitor
Hear and speak via telephone.
Reach forward and/or overhead
Occasionally lift up to 20 pounds
The noise level in the work environment is usually moderate at a normal range.
The lighting will include natural light from the outside as well as fluorescent lighting throughout the work areas.
Work with minimum direction and periodic supervision.

Responsibilities

Maintains calendars for business unit and Vice President including scheduling of meetings, conference calls, etc.
Responsible for maintaining event calendar and coordination of all events.
Serves as office manager with oversight for managing all equipment, furniture, fixtures, etc.
Responsible for Vice President travel arrangements including coordination of schedules with customers, colleagues, etc.
Responds to written requests for information as required including creating business unit publications.
Participates in and summarizes meetings as required.
Manages external and internal phone calls and e-mails as required.
Compiles information and data required for routine and ad hoc meetings and presentations.
Develops presentations for Vice President and other department meetings as required.
Provide routine administrative support to various business unit directors as periodically requested.
Supports project management activities for special projects as required including contributing in projects; sequencing project elements; monitoring project progress; coordinating activities; recommending actions; resolves problems.
Maintains professional and technical knowledge by attending educational workshops; reading professional publications; establishing personal networks; and participating in professional societies.
Contributes to team effort by accomplishing related results.
Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
Allocates program costs by preparing operational and risk reports for analyses.
Maintains staff by recruiting, selecting and orienting employees.
Maintains staff job results by training coaching, counseling and disciplining employees, planning, monitoring and appraising job results.
Contributes to team effort by accomplishing determined Financial and Key Result Area targets pursuant to Company Plan guidelines.