Executive Assistant

Lotane & Associates P A•Cocoa, FL

15d•Onsite

About The Position

The Executive Administrative Assistant provides comprehensive administrative support to the Director of Operations and contributes to the smooth operation of the organization. The role requires strong communication and organizational skills, attention to detail, and the ability to prioritize tasks effectively. The assistant also supports other members of the leadership team and coordinates administrative work, projects, and events. This is a full-time, onsite position at the firm in Cocoa, Florida, working Monday through Friday, 8 a.m. to 5 p.m. It is a salaried, exempt role paid biweekly; compensation is based on experience and skillset. The work environment is described as fun, friendly, positive, and diverse. Benefits include medical insurance, employee-paid vision and dental insurance, employee-paid AFLAC supplemental plans, employer-paid life insurance, a 401(k) with company match after one year, paid time off, nine paid holidays annually, volunteer time that can earn additional PTO, an Employee Assistance Program, and employee discount programs.

Requirements

High school diploma or GED required.
Previous experience as an Administrative Assistant or in a similar position.
Proven experience as an executive administrative assistant or in a similar role supporting C-suite leadership.
Ability to work independently and collaborate effectively with colleagues at all levels.
Professionalism, integrity, and ability to maintain strict confidentiality.
Excellent organizational and time-management skills, including the ability to multitask and prioritize effectively.
Strong attention to detail and problem-solving skills.
Exceptional written and verbal communication skills; ability to understand and follow verbal and written instructions, apply feedback, and ask appropriate questions to ensure assignments are completed correctly.
Sound purchasing judgment, including comparing prices, identifying necessary supplies, following purchasing instructions, and working within approved budgets.
Strong event coordination skills, including organizing logistics, managing details, and following through from planning to completion.
Familiarity with standard office equipment, including computers, tablets, phones, printers, and fax machines.
Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint.

Nice To Haves

Associate’s degree or administrative training preferred.

Responsibilities

Manage and maintain the Director of Operations’ calendar, including scheduling and coordinating meetings, conference calls, and appointments.
Coordinate travel and accommodations for the Director of Operations and other leadership team members, including flights, hotels, and transportation.
Coordinate meetings by preparing materials, taking notes, and distributing minutes.
Follow the Director of Operations’ instructions, clarify expectations when needed, and complete tasks by established deadlines.
Serve as a liaison between the executive team and internal and external stakeholders, including clients, partners, and vendors.
Prepare emails, memos, reports, presentations, and other correspondence accurately and on time.
Handle incoming and outgoing communications, including phone calls, emails, and mail.
Maintain confidentiality and handle sensitive information with discretion and professionalism.
Conduct research and support projects and initiatives as assigned.
Coordinate, manage, and execute special projects and events, including conferences, client meetings, team-building activities, community engagements, and internal and external E-Team events.
Purchase, organize, and manage office supplies, equipment, event materials, and facility needs; monitor supply levels, anticipate replenishment needs, and seek approval for purchases outside established guidelines or when instructions are unclear.
Conduct market research to identify vendors, evaluate their capabilities, and negotiate contracts and pricing agreements.
Create and maintain physical and digital filing systems for easy document retrieval.
Prepare monthly expense reports and maintain receipts and purchase documents.
Coordinate and assist with weekly All Hands meetings, including preparing agendas and documents for distribution.
Maintain and update administrative tasks via Monday.com.
Perform other duties as assigned.

Benefits

Medical insurance with shared employer/employee cost coverage.
Employee-paid vision insurance.
Employee-paid dental insurance.
Employee-paid AFLAC supplemental plans, including coverage for accidents and short-term disability.
Employer-paid $20,000 life insurance policy.
401(k) retirement plan with company match of up to 5% after one year of employment.
Paid time off.
Nine paid holidays annually.
Volunteer time program that can provide additional PTO.
Employee Assistance Program with confidential counseling and support services.
Employee discount programs offering savings on products and services.