Executive Assistant - OTX and Innovation & Technology

Orion180•Melbourne, FL

35d

About The Position

WHAT YOU’LL DO: Executive Support: · Manage the leadership team’s complex calendars. · Coordinate internal and external meetings. · Prepare meeting agendas, briefing materials, and follow-ups. · Manage travel arrangements, expense reports, and logistics. · Manage office plans, seating arrangements, team assignments for all offices for the Innovation & Technology teams. · Support the broader Admin team as needed. Technology Organization Coordination: · Coordinate all recurring technology leadership meetings. · Track action items and ensure follow-through across teams. · Maintain technology organization documentation and internal communication updates. · Help coordinate employee onboarding and offboarding. Strategic Project Support · Assist the Innovation & Technology leadership team in tracking strategic initiatives. · Maintain project dashboards and reporting for leadership visibility. · Coordinate cross-department communication. · Draft internal communications, leadership updates, and presentations. · Prepare supporting materials and documentation for executive leadership meetings, status reviews, monthly business reviews, and technology strategy presentations. Operational Support · Track Innovation & Technology department budgets, vendor contracts, and renewals. · Support planning of technology offsites, hackathons, and team events. · Manage documentation and collaboration tools. WHAT WE’RE LOOKING FOR: · 5+ years of experience as an Executive Assistant supporting senior executives. · Demonstrable proficiency with modern productivity and collaboration tools, such as: Microsoft 365, Microsoft Teams, and PowerPoint Confluence, Notion, or other documentation tools Product tools such as Jira, Asana, Azure DevOps, Smartsheet, and Planview · Experience supporting company leadership, and leadership in a technology or engineering area. · Exceptional organizational and time-management skills. · Strong written and verbal communication skills. · Ability to manage multiple priorities in a fast-paced environment. · High level of discretion and professionalism. · Experience in software, SaaS, or technology companies is preferable. · Familiarity with agile development environments is preferable. · Comfortable working with technical teams and terminology. WHAT’S IN IT FOR YOU: Dynamic Environment: Thrive in a high-performance environment where your expertise drives real results. Competitive Pay: Enjoy a competitive base salary plus performance-based bonuses. Growth Potential: Join a supportive team with a path for growth. Benefits: Medical, dental, vision, 401k, paid holidays, PTO, and more. The office environment is fast paced and collaborative. An employee must be willing and able to work their regularly assigned work schedule, and in times of need, be able to work an extended schedule depending on company or departmental needs, project requirements, or customer demands. While performing general duties for this position, the employee is regularly required to sit, stand and/or walk around (including the use of stairs). Other demands include the ability to openly communicate with others by talking, listening, comprehending, and reading, being able to lift light objects (<25lbs), and using standard office equipment such as computers, printers, and phones. In addition, there is an occasional need to bend, twist or squat down to open/close cabinets, and reach for files or other standard office-type objects.

Requirements

5+ years of experience as an Executive Assistant supporting senior executives.
Demonstrable proficiency with modern productivity and collaboration tools, such as: Microsoft 365, Microsoft Teams, and PowerPoint Confluence, Notion, or other documentation tools Product tools such as Jira, Asana, Azure DevOps, Smartsheet, and Planview
Experience supporting company leadership, and leadership in a technology or engineering area.
Exceptional organizational and time-management skills.
Strong written and verbal communication skills.
Ability to manage multiple priorities in a fast-paced environment.
High level of discretion and professionalism.

Nice To Haves

Experience in software, SaaS, or technology companies is preferable.
Familiarity with agile development environments is preferable.
Comfortable working with technical teams and terminology.

Responsibilities

Manage the leadership team’s complex calendars.
Coordinate internal and external meetings.
Prepare meeting agendas, briefing materials, and follow-ups.
Manage travel arrangements, expense reports, and logistics.
Manage office plans, seating arrangements, team assignments for all offices for the Innovation & Technology teams.
Support the broader Admin team as needed.
Coordinate all recurring technology leadership meetings.
Track action items and ensure follow-through across teams.
Maintain technology organization documentation and internal communication updates.
Help coordinate employee onboarding and offboarding.
Assist the Innovation & Technology leadership team in tracking strategic initiatives.
Maintain project dashboards and reporting for leadership visibility.
Coordinate cross-department communication.
Draft internal communications, leadership updates, and presentations.
Prepare supporting materials and documentation for executive leadership meetings, status reviews, monthly business reviews, and technology strategy presentations.
Track Innovation & Technology department budgets, vendor contracts, and renewals.
Support planning of technology offsites, hackathons, and team events.
Manage documentation and collaboration tools.