Executive Assistant - Technology Company

Relocation Eligible: Eligible for Relocation for the right candidate. This role will be based in Orlando, Florida

Simmtronics is a globally recognised fast-growing technology company. The Executive Assistant will contribute to the company's success by providing highly complex administrative assistance to the Chairman and Directors. This role will ensure that the daily and ongoing executive, administrative and developmental support is accomplished in a way that supports the Company's vision & objectives. This position is the primary point of contact for internal and external stakeholders on all matters pertaining to the executives. This role partners with the executives to stay current on business needs and supports the executive senior leadership team in efforts to advance strategic business priorities. Serves as a liaison to leadership team members; organizes and coordinates executive outreach and external business.

The Executive Assistant will provide primary administrative global support support to a Chair, Directors & direct reports along with another Executive Assistant.

Responsibilities include:

• Provide administrative support to a Global executive team and direct reports.
• Able to work outside of company hours on an as needed basis.
• Preparation of documents, correspondence, and presentations for team.
• Receive calls for executive team, greet visitors and service with coffee/tea options, and direct to leadership or staff those individuals needing executive attention or action.
• Maintain chair & vice chair’s calendars, schedules and organize meetings across multiple time zones.
• Review all correspondence for format, presentation, and accuracy. Drafts and finalizes general correspondence, forms and reports generated by the executives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Coordinate international / domestic travel to include flight reservations, hotel, and rental car accommodations, and prepares travel vouchers for reimbursement upon executives return from travel.
• Work on special projects and manage and coordinate logistics for global leadership and group meetings as needed (e.g., logistics, catering, and presentation materials for town halls, training sessions, etc.)
• Accurate reconciliation of the executive’s monthly expenses reports
• Receives and controls mail, routing items directly to the appropriate office and staff for action.
• Applies the utmost discretion given exposure to the most sensitive company information that others on the executive assistant team may not be privy to.
• Ability to work on confidential projects and matters with minimal direction and an appropriate sense of urgency
• Provide high-level administrative support by preparing reports and correspondence, handling information requests, receiving visitors, arranging conference calls, and scheduling meetings (includes staff meetings, period financial reviews, town halls, meetings with Simmtronics senior executives and external partners)
• Maintains charge card to purchase supplies and other items that are needed in the office.
• Assists with the development of programs through a special projects team from start to finish.
• Assists property management specialist and custodial property officer in maintaining inventory of office equipment and assets.
• Coordinates with building maintenance in regards to any work order requests that need to be submitted for action.
• Maintains accountability of building key cards that are used to access the building.
• Willingness to learn new processes and or software as needed.

Qualifications:

• Previous office administration experience preferably within a large and complex organization preferably in technology, logistics or other
• Self-motivated and detail oriented.
• Needs to have an agile mindset and is comfortable with change and successfully manages competing priorities effectively.
• Challenges the status quo, advocate for change and influences others to change.
• 5-7 years of administrative/professional office experience.
• Aptitude to work with minimal supervision, set goals, creates and implements action plans and monitor progress towards goals
• Advanced computer skills in Microsoft Office Suite (Word, Excel, PowerPoint). Must also be proficient in Adobe Acrobat Professional.
• Very detailed, accurate proofreading skills.
• Strong attention to details, including proofreading. Consistently demonstrates clear and concise written and verbal communication skills
• Exceptional customer service skills.
• Highly proficient in Microsoft Office suites
• Notary preferred or willingness to become notary
• Demonstrated ability to quickly gain command of new systems
• Independently research and resolve, or offer solutions, to unusual problems in performing a variety of duties related to special projects involving administrative issues.

Education:

· Bachelor's/University degree or equivalent experience

Job Family Group:

Business Strategy, Management & Administration, Administrative Support, Technology Support, Operations, Operations Support

Specialty/Department/Practice – Administration

Shift/Schedule –Full Time, Day shift, M-F, 8a-4p or 9a-5p

Benefits – Our competitive benefits package includes*:

• Health benefits – Medical, Dental & Vision
• 401(k) savings plan
• PTO accrual

Note: Benefits may vary based upon position type and/or level.

Simmtronics is an equal opportunity and affirmative action employer.

Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Job Type: Full-time

Pay: $65,000.00 - $120,000.00 per year

Benefits:

• Relocation assistance

Application Question(s):

• How many executives have you supported in your prior roles?
• Are you willing to work outside of typical business hours?
• Please mention Linkedin Link (if any)
• How many years of experience do you have as Executive Assistant ?

Education:

• Associate (Preferred)

Experience:

• total: 5 years (Preferred)

Work Location: In person