Executive Administrator

Visium Resources • Lake Mary, FL

18h • Onsite

About The Position

We are seeking a highly organized and proactive Executive Administrator to support its executive team and oversee a broad range of operational, administrative, and project management functions. This role involves managing facilities, vendor relationships, corporate transitions, HR functions, financial support, and various administrative duties to ensure smooth day-to-day operations across the organization and its subsidiaries.

Requirements

• Proven experience in executive administration, project management, or facilities management.
• Exceptional organizational and multitasking skills.
• Strong communication and interpersonal skills.
• Ability to handle sensitive information with discretion.
• Proficiency in MS Office Suite, ERP, and other relevant software.
• Ability to adapt quickly to changing priorities and work independently as well as part of a team.
• Able to occasionally lift or move office equipment and supplies.
• Flexible to work outside regular hours if needed for project deadlines or emergencies.

Nice To Haves

• Experience with HR and financial support functions is preferred.

Responsibilities

• Facilities & Asset Management: Serve as project manager for all facilities-related initiatives, including maintenance, renovations, and upgrades. Act as the primary liaison with landlords, vendors, service providers, and contractors for building operations. Oversee the registration and compliance of business entities, vehicles, and insurance coverage. Coordinate building maintenance, janitorial services, landscaping, security, and surveillance systems. Prepare and manage documentation for conference room setups and event logistics.
• Corporate & Subsidiary Transitions: Manage the onboarding process for newly acquired companies, including transition of assets, resources, and operational procedures. Coordinate communication and integration activities across parent company and subsidiaries.
• HR & Administrative Support: Assist with HR functions including payroll, benefits administration, policy & procedure development, and compliance. Coordinate new employee orientations, interview scheduling, and candidate communication for both executive and non-exempt roles. Monitor front desk activities, handle visitor management, and ensure a professional reception experience.
• Travel & Logistics: Arrange and coordinate travel bookings, hotel accommodations, and transportation for executives and staff.
• Financial & Accounting Support: Assist with Accounts Receivable (AR) and Accounts Payable (AP) processes, including invoice processing, expense reports, and vendor payments. Support basic accounting functions and financial documentation preparations as needed.
• IT & Security Assistance: Collaborate with IT teams to support technology needs, equipment setup, and troubleshooting. Monitor security systems and surveillance, ensuring operational integrity and safety.
• Other Duties: Perform any additional administrative support tasks as assigned to ensure operational efficiency.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed