Executive Assistant I

$53,206 - $79,810/Yr

Cox Communications - Gainesville, FL

posted 2 months ago

Full-time - Entry Level
Onsite - Gainesville, FL
Broadcasting and Content Providers

About the position

Cox Communications is seeking an Executive Assistant I to provide seamless execution of tasks that include team management and assistance with correspondence, extensive calendar coordination, meeting preparation, data entry and reporting, payment processing, recordkeeping, and management of special projects as needed. This role is pivotal in ensuring that the leadership team operates efficiently and effectively, interacting daily with executives and their assistants. The Executive Assistant will coordinate Leadership Staff Meetings and all department meetings, ensuring that venues, audiovisual needs, transportation, and catering are secured as appropriate. Administrative support will be provided on-site during meetings, including the preparation of meeting agendas and minutes. The position requires managing a complex and changing calendar using MS Outlook, scheduling and prioritizing meetings, appointments, rooms, equipment, catering, and other resources. The Executive Assistant will also arrange travel, including air, hotel, and transportation, and coordinate agendas with regional staff when required. The role involves developing letters, memoranda, and reports from drafts, proofreading, and reviewing documents for grammatical and numerical errors. Additionally, the Executive Assistant will prepare presentations and other documents using MS Word, Excel, and PowerPoint for various needs, including meetings and program reviews. This position requires screening all telephone calls and requests for time and meetings, directing inquiries to the appropriate team members, and using discretion on prioritization of engagement. The Executive Assistant will maintain confidential information and secure access to sensitive personnel and company information, take and prepare notes of meetings, and attend conferences to provide administrative support as directed by the leader. Other responsibilities include sorting and distributing mail and packages, greeting and assisting visitors, processing expense reports and invoices, gathering and arranging materials for assigned projects, and maintaining documents and files of a complex or confidential nature while tracking budget expenditures.

Responsibilities

  • Interacts daily with leadership team and their assistants.
  • Coordinates Leadership Staff Meetings and all department meetings, including securing venues and audiovisual needs.
  • Manages a complex, changing calendar using MS Outlook.
  • Arranges travel (air, hotel, transportation) and coordinates agenda with regional staff.
  • Develops letters, memoranda, and reports from drafts and proofreads documents.
  • Prepares presentations and other documents using MS Word, Excel, and PowerPoint.
  • Screens all telephone calls and requests for time and meetings.
  • Directs inquiries to the appropriate team members and prioritizes engagement.
  • Maintains confidential information and secures access to sensitive personnel and company information.
  • Takes and prepares notes of meetings and conferences; provides administrative support during conferences.
  • Sorts and distributes mail and packages to appropriate parties.
  • Greets and assists visitors and arranges for escorts as necessary.
  • Processes expense reports and invoices.
  • Gathers and arranges materials and relevant information for assigned projects.
  • Prepares, organizes, and maintains documents and files of a complex or confidential nature.

Requirements

  • High School Diploma/GED and 7 years' experience in a related field, or a combination of education and experience.
  • Experience directly reporting to and supporting senior executives and their respective teams.
  • Strong knowledge of MS Office, PowerPoint, Outlook, and MS Word required.
  • Excellent planning, calendar management, organizational, meeting coordination, and project management skills.
  • Excellent interpersonal skills to work effectively with teams throughout the organization.
  • Detail-oriented with strong time management skills.
  • Experience maintaining confidential, business, and personnel sensitive information.
  • Strong written and verbal communication skills.

Nice-to-haves

  • BS/BA degree in a related discipline (i.e., Business).
  • Experience in telecommunications desired.
  • Experience and understanding of Oracle.

Benefits

  • Exceptional work-life balance, flexible time-off policies, and accommodating work schedules.
  • Comprehensive healthcare benefits with multiple options for individuals and families.
  • Generous 401(k) retirement plans with up to 8% company match.
  • Inclusive parental leave policies, plus comprehensive fertility coverage and adoption assistance.
  • Professional development and continuing education opportunities, including tuition reimbursement.
  • Access to financial wellness/planning resources.
  • Free internet and discounts on other Cox services.
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