Executive Assistant

Executive Assistant to the Vice President

Job Summary
We are seeking a detail-oriented, organized, and dependable Executive Assistant to support our Vice President, who leads engineering and oversees all projects at A American Container in Tampa, FL. Our VP is great at getting projects moving. Your job is to make sure every one of them gets finished: tracking open items, following up on loose ends and keeping deadlines from slipping. You’ll also be the first point of contact for customers and vendors, keep our materials tracked and ordered, and help keep the office running smoothly day to day. This position offers steady year-round work with a 27-year-old company, with variety across project coordination, customer service, purchasing, quoting and special projects.

Responsibilities

• Maintain a running list of all active projects and open action items for the Vice President, and follow up until each one is closed out.
• Track project deadlines, deliverables and next steps, and send reminders so nothing stalls or falls through the cracks.
• Keep project documentation organized and complete, including drawings, specs, change orders, approvals and closeout paperwork.
• Manage the Vice President’s calendar, meetings and correspondence, and prepare short status updates on open projects.
• Answer and screen incoming calls, take accurate messages and route customers and vendors to the right person.
• Greet walk-in customers, answer basic questions about container sales, rentals and modifications, and connect them with the right team member.
• Prepare straightforward quotes for standard container sales and rentals using company pricing.
• Track material and supply inventory, flag low stock and place orders with vendors.
• Follow up with vendors on lead times and deliveries, and reconcile deliveries against purchase orders and invoices.
• Maintain company files, contracts and certifications, including insurance, SAM.gov registration and WOSB renewals, and track upcoming deadlines.
• Take on ad hoc projects and research as assigned, from vendor comparisons to market and pricing research.

Experience

• Proven experience as an executive assistant, office coordinator, project coordinator or in a similar administrative role.
• Exceptional attention to detail and a track record of following tasks through to completion without being reminded.
• Comfortable holding others accountable to deadlines with tact and persistence.
• Strong phone manner and professional, friendly customer service skills.
• Highly organized, with the ability to juggle multiple projects at once.
• Proficient in Microsoft 365, including Outlook, Word and Excel.
• Comfortable with basic math for quotes, inventory counts and invoice reconciliation.
• Experience in purchasing, inventory tracking or working with vendors is highly desirable.
• Background in construction, engineering, equipment rental, trucking or manufacturing is a plus but not required.
• Discreet and reliable, with the ability to handle confidential business information.

Join us as an Executive Assistant at A American Container and become the person who makes sure things get done. We value reliability, follow-through and great customer service, in a Tampa office where your work makes a real impact every day.

Benefits

• 401(k)
• Bonuses
• Dental, vision and life insurance
• Paid time off
• Work Location:
• In person

Pay: $22.00 - $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person