Front Desk Executive Assistant

Voltair Consulting Engineers•Tampa, FL

5d•Onsite

About The Position

The Front Desk Executive Assistant will provide high-level, front office administrative, operational, and strategic support for a fast-growing Tampa-based engineering firm with offices across the Southeast. This dynamic role serves as the first point of contact for the company and requires a highly skilled individual possessing a friendly and professional demeanor, while remaining effectively organized, proactive, and capable of anticipating the needs of a fast-paced engineering environment.

Requirements

Candidates must be authorized to work in the United States and based in Tampa, Florida
Strong written and verbal communication, organizational, and customer service skills are essential.
Ability to work onsite in Tampa office during regular business hours MondayFriday
High school diploma: associate or bachelors degree preferred
5 or more years experience in an executive assistant capacity, preferably for C-Suite members in a fast-paced office environment
Ability to handle sensitive information with discretion and maintain confidentiality
Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, etc.)
Demonstrated ability to manage multiple tasks, prioritize effectively, and meet deadlines

Nice To Haves

Strong preference for engineering industry experience
Skills and Competencies Meet deadlines, work independently or as part of a team, accountable, maintain focus on setting objectives and goals.
Excellent attention to detail and thoroughness in deliverables and communications, maintains high-quality standards, and good follow-up skills.
Ethical, honest, and accountable; maintains confidentiality, handles sensitive information with discretion and professionalism.

Responsibilities

Adhere to company core values: Excellence in Every Detail Integrity and Accountability First Empowering Teamwork and Mutual Respect Service to Our Community Innovation with a Purpose
Provide executive-level support for CEO, and other company leadership, as is necessary
Positively represent the company brand as the first point of contact for onsite visitors and inbound callers; includes typical front-office duties, including answering phones, routing calls, and receiving visitors
Receive, sort, and distribute daily mail and deliveries
Monitor, track and place orders for inventory for all office and breakroom supplies. Ensure the breakroom is consistently stocked with refreshments, beverages, and other essentials
Schedule and provide hands-on support for onsite and offsite meetings, training sessions, conferences, company events
Coordinate development and distribution of agendas and materials for meetings/presentation, new hires, etc.
Manage calendars, schedules, and travel for multiple personnel, including executives, candidates, and new hires, etc.
Coordinate onsite and offsite events: invitation management, attendee management, coordinating catering and pickup/delivery, setup and takedown, vendor interaction, event content and collateral, and other tasks, as needed.
Other duties as assigned, which may include assisting with employee communication (Newsletter), editing documents, template creation, digital survey creation, file management and organizing assets.
Support various departments with clerical duties such as specification editing (SpecLink), maintain company phone list.
Process Professional Engineers license renewals and Certificates of Insurance requests as needed.
Miscellaneous duties, as assigned, to include HR-related tasks: Interview Coordination: Scheduling interviews and managing the logistics of the interview process New hire onboarding process, orientation, etc. Assisting with the organization and facilitation of training programs Assisting with the preparation and distribution of HR reports Record keeping and documentation management