Administrative Assistant

Job Title: Executive Assistant Job Location: Saint Petersburg, FL-33716 Job Duration: 6 months contract This is a contract-to-hire opportunity depending on their performance and attendance They will be required to work onsite office 3 days a week and will work 2 days remotely Candidates must be flexible to work onsite more than 3 days a week depending on the SVPs' discretion Duties: This person will be responsible for providing executive administrative support to 3 Senior Vice Presidents of Technology organization. They are high level executives so the importance of providing top-notch, quality candidates is extremely important Essential Duties and Responsibilities: Provides the full spectrum of support to two or more SVPs within the Technology organization Maintains confidentiality Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries Schedules and coordinates meetings, events, lunches, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements Responsible for the procurement of office supplies and kitchen supplies, which includes unpacking and backfilling the kitchen and supply cabinets on the organizations floor Assist with hoteling issues that may arise throughout the day within the executive’s organization. This may include but not limited to physically going to a workstation on the floor and troubleshooting the issue, correcting the issue with known fixes, reaching out to End User Support for replacement of equipment, etc Submit expense reports weekly and reconcile Corporate American Express accounts of the executives Sorts, screens, reviews and distributes incoming and outgoing email Build strong professional relationships with colleagues within the IT Admin Team and within the firm Skills: Knowledge of: Organizational policies and practices Confidentiality policies Investment concepts, practices and procedures used in the securities industry Principles of banking and finance and securities industry operations Terminology of financial markets and technology products Skill In: Performing a range of executive support activities for a senior vice president of a major organizational functional area Answering telephones and assisting visitors Prepare, transcribing, composing, typing and editing correspondence, agendas and minutes and other documents Scheduling and coordinating meetings, events, interviews and appointments Preparing reports Establishing and maintaining files, databases and other records Performing routine analyses and calculations involved in preparing reports Sorting, screening and distributing email Microsoft 365 Software Applications, Concur, Viso, MS Teams, Zoom, standard office equipment Education: High School diploma and ten plus years’ experience in providing secretarial and administrative support to executives at a senior vice president/department head level in a major function within a large financial planning, investment management or other financial services environment.

Location: Saint Petersburg, FL, US

Posted Date: 1/12/2025