EXECUTIVE ASSISTANT

#IND123 JOB ID: 23596 – Executive Assistant Location: Must be local to downtown Tampa, FL- Hybrid

Pay: $80,000 per year ($38 hr)

Type: Contract to hire

Schedule: Monday– Friday (8:00 am to 5:00 pm)

Supporting: Chief of Staff, President, CEO +Executive Management Team

Job Description

• Provide high-level administrative support to the Executive Management Team (5 C-suite executives), managing complex calendars, scheduling priorities, and confidential communications in a fast-paced environment.
• Coordinate domestic and international travel, executive meetings, Board interactions, and off-site events, including venue selection, vendor management, catering, budgeting, and travel itineraries.
• Prepare, proofread, and distribute executive correspondence, presentations, agendas, meeting materials, minutes, and other business documents while maintaining strict confidentiality.
• Serve as the primary point of contact for executive office operations by managing incoming calls, correspondence, contacts, conference room logistics, and day-to-day administrative functions.
• Plan and execute executive and Board meetings by organizing schedules, coordinating vendors and facilities, arranging technology and meeting spaces, and ensuring seamless event execution.
• Support special projects and operational initiatives by reconciling expenses, maintaining records, coordinating with internal and external stakeholders, and following through on assigned deliverables.
• Build strong relationships across the organization while anticipating executive needs, exercising sound judgment, and delivering exceptional service with professionalism and discretion.

Nice To Have

• Coordinate domestic and international travel itineraries
• Must demonstrate a functional knowledge of the Bank Secrecy Act in addition to other Federal laws, including but not limited to U.S. Patriot Act, Office of Foreign Assets & Control, Anti-Money Laundering, Right to Financial Privacy Act, and the Bank Bribery Act.

Requirements

• Bachelor’s or Associate’s Degree or equivalent
• Must have 4+ years of high level executive support
• Must have 8+ years of administrative support
• Must be MS Office proficient including Excel and PowerPoint
• Must have strong communication skills (written and verbal)
• Must be proactive to predict needs
• Maintain a heavy, complex calendar, in a fast-paced environment
• High level of confidentiality
• High school diploma or equivalent
• Background check required
• Drug screening required