Executive Assistant

City Wide Facility Solutions - Saint Petersburg, FL

Full-time - Entry Level

Saint Petersburg, FL

Professional, Scientific, and Technical Services

About the position

We are seeking a highly organized and detail-oriented Executive Assistant to provide essential support to our executive team. The ideal candidate will be responsible for a variety of administrative tasks, ensuring the smooth and efficient operation of day-to-day activities. The successful candidate will demonstrate strong communication skills, the ability to multitask, and a proactive approach to problem-solving. They should be comfortable working independently as well as in a team environment, and possess excellent time management and organizational skills.

Responsibilities

• Answer calls and administrative questions for the Operations Team.
• Take customer service calls in the office.
• Manage information and data entry into CRM.
• Manage web page, reviews, and social media with local information.
• Assist in staffing new accounts.
• Create customer proposals.
• Manage neglected clients.
• Track new starts and ensure all steps are completed 100% and the client is very satisfied by the 30-day mark.
• Create communication boards for Facility Solutions Manager (FSM) / Night Manager (NM) information, Scope, SDS, etc.
• Ensure FSM onboarding, including ordering supplies and setting up training.
• Manage yearly maintenance programs at accounts.
• Provide administrative support for the Operations Team.
• Run annual background checks and drug tests.
• Manage the client satisfaction survey list.
• Attend new account starts.
• Plan team outings.

Requirements

• High School Diploma, additional education a plus
• 1 to 2 years of office/data entry experience preferred
• Knowledge in Great Plains and CRM a plus
• Familiar with Microsoft Excel and Outlook
• Familiarity with Accounts Receivable and Accounts Payable functions preferred
• Bilingual a plus

Nice-to-haves

• Effective and professional oral and written communication skills
• Good planning and organizational skills to balance and prioritize work
• The desire to work collaboratively with colleagues
• The desire to learn and grow personally and professionally with a growing company
• A professional image

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Vision insurance