Executive Assistant

Lotane & Associates P A•Cocoa, FL

2h•Onsite

About The Position

As the Executive Administrative Assistant, you will provide comprehensive administrative support to the Director of Operations and contribute to the smooth operations of our organization. You must possess excellent communication skills, experience providing high-level administrative support, strong organizational skills, strong attention to detail, and the ability to prioritize tasks effectively. As the Executive Administrative Assistant, you will serve as a trusted partner and right hand to the Director of Operations, playing a critical role in ensuring the efficiency and effectiveness of day-to-day operations across the organization. This position requires a highly professional, resourceful, and self-motivated individual who thrives in a dynamic environment and can manage multiple priorities with confidence and composure. In this role, you will be the primary point of contact for internal and external stakeholders on behalf of the Director of Operations, managing sensitive information with the utmost discretion and representing the office with professionalism at all times. You will anticipate the needs of the Director, proactively identify solutions, and ensure that both short-term tasks and long-term projects are executed seamlessly. We are seeking a professional with a strong background in executive-level administrative support, exceptional communication skills, and a proactive mindset. They are highly organized, detail-oriented, and comfortable navigating a fast-paced, people-focused environment. This is an exciting opportunity for a dedicated administrative professional to make a meaningful impact within a collaborative and mission-driven organization.

Requirements

High school diploma or GED required
1–2 years previous experience as an Administrative Assistant or in a similar position required.
Exceptional written and verbal communication skills.
Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
Strong attention to detail and problem-solving skills.
Professionalism, integrity, and the ability to maintain strict confidentiality.
Ability to work independently and collaborate effectively with colleagues at all levels.
Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint.
Familiarity with standard office equipment such as computers, tablets, phones, printers, and fax machines.
Highly organized with excellent time management skills and the ability to prioritize projects

Nice To Haves

Associate's degree or administrative training preferred.
Familiarity with Monday.com or similar project management tools preferred.

Responsibilities

Manage and maintain Director of Operations calendars, scheduling and coordinating meetings, conference calls, and appointments.
Assist in preparing emails, memos, reports, presentations, and other correspondences, ensuring accuracy and timely delivery.
Coordinate and arrange travel and accommodations for the Director of Operations and other members of the leadership team.
Screen and prioritize incoming requests and meeting invitations to protect the Director of Operations time and focus.
Act as a liaison between the executive team and internal and external stakeholders, including clients, partners, and vendors.
Draft and proofread executive-level communications on behalf of the Director of Operations as needed.
Build and maintain a contact database of key stakeholders, clients, and partners.
Coordinate and organize meetings, including preparing materials, taking notes, and distributing meeting minutes.
Coordinate and assist with weekly meetings, including preparing agendas and documents to distribute.
Coordinate, manage, and execute special projects and events such as conferences, client meetings, team-building activities, community engagements, and events internally and externally.
Prepare briefing documents and background research materials ahead of key meetings and executive presentations.
Conduct research and provide support on various projects and initiatives as assigned.
Track action items and follow up with team members on behalf of the Director of Operations to ensure deadlines are met.
Monitor project timelines and flag delays or bottlenecks to the Director of Operations proactively.
Purchase, organize, and manage office supplies, equipment, and facility needs.
Conduct market research to identify new vendors, evaluate their capabilities, and negotiate contracts and pricing agreements.
Create and maintain effective filing systems, both physical and digital, to ensure easy retrieval of documents.
Manage shared drives and document version control to keep files organized across teams.
Serve as a point of contact for office basic support.
Maintain confidentiality and handle sensitive information with discretion and professionalism.
Maintain and update administrative tasks via Monday.com.
Prepare monthly expense reports and maintain receipts and documents for purchases and budget tracking.
Process invoices and coordinate with accounts payable on vendor payments.
Other duties as assigned.