Cox Communications - Gainesville, FL
posted 2 months ago
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.