Executive Assistant

$60,000 - $75,000/Yr

Zentech Consulting - Tampa, FL

Full-time - Entry Level

Tampa, FL

Professional, Scientific, and Technical Services

About the position

The Executive Assistant at Zentech Consulting will play a crucial role in supporting the Executive Team (ET) by managing their daily work routines and ensuring smooth operations within a fast-paced corporate environment. This position requires a highly self-motivated and professional individual who is adept at handling multiple tasks and prioritizing effectively. The Executive Assistant will report directly to the Senior Executive Assistant and will be responsible for maintaining the ET's calendar, scheduling meetings, appointments, and travel arrangements, both domestic and international. Discretion and sound judgment are essential, as the role involves evaluating needs and committing time appropriately. In addition to calendar management, the Executive Assistant will coordinate work with other departments and facilitate collaboration among staff members. This includes initiating and executing key company meetings, assisting in Project Management Office (PMO) activities, and developing presentations and agendas for various audiences. The role also involves determining the priority of matters requiring the ET's attention, handling correspondence, and maintaining both paper and electronic filing systems. The Executive Assistant will be expected to perform a variety of support duties, including transcribing meeting notes, preparing expense reports, and managing confidential information. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a detail-oriented mindset. They should be comfortable interacting with high-level executives and capable of cultivating productive working relationships across the company. The position requires a proactive approach to problem-solving and the ability to thrive in a dynamic work environment. Availability to work five days in the office is mandatory, and the role may involve additional duties as assigned, including support for other departments as needed.

Responsibilities

• Work directly with the Executive Team (ET) to support all aspects of their daily work routine.
• Maintain the ET's calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements (domestic and international).
• Exercise discretion in committing time and evaluating needs.
• Coordinate work with other departments as needed and play a key role in coordinating staff efforts both within and outside the department.
• Initiate, coordinate, and execute the company's key meetings.
• Assist in PMO activities and processes, including project planning, intake, prioritization, initiation, and execution, as well as fostering collaboration among end-users and key stakeholders.
• Develop presentations and agendas for internal and external audiences.
• Determine the priority of matters requiring the ET's attention; redirect or handle matters as appropriate.
• Keep the ET advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties as needed by the ET.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages with proficiency.
• Sort and triage mail for the ET; maintain email and other address directories.
• Compose and prepare letters and memos related to routine correspondence for the ET's signature.
• Schedule departmental meetings; prepare and distribute meeting agendas, presentations, and printouts.
• Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports and invoices.
• Maintain paper and electronic filing systems for the ET.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects, including creating PowerPoint presentations, financial spreadsheets, ad-hoc reports, and agendas.
• Perform additional duties as assigned, including supporting other departments as needed.

Requirements

• Bachelor's degree required, preferably in Business.
• 5-7 years of proven experience supporting C-suite officers in a large, distributed organization.
• Proven experience managing large offsite meetings and events.
• Expert proficiency in Outlook and Word; advanced skills in PowerPoint and Excel.
• Excellent written and verbal communication skills.
• Detail-oriented and goal-focused.
• Strong organizational and time management skills.
• Fast learner, self-motivated, ambitious, enthusiastic, and able to work independently with minimal supervision.
• Exhibit sound judgment with the ability to prioritize, initiate, plan, and execute independently and collaboratively.
• Strong problem-solving skills, critical thinking, and decision-making ability.
• Energetic and eager to tackle new projects and ideas.
• Comfortable and confident interacting with high-level executives.
• A team player capable of cultivating productive working relationships across the company.
• Resourceful with a can-do attitude.
• Thrives in a fast-paced environment.

Nice-to-haves

• Ability to commute to Tampa, FL 33602.

Benefits

• Temporary position with a pay range of $60,000 - $75,000 per year.