Job Title: Administrative Assistant
Location: Saint Petersburg, FL
Duration: 6+ months (Opportunity for extension or conversion based on attendance/performance)
Working Model: Hybrid Role- onsite 3 days per week WFH 2 days per week
Pay Rate Range: $25-$27/hr on W2
Description:

Job Summary:

• Under limited supervision, uses specialized knowledge and skills obtained through experience and/or specialized training to provide advanced, diversified and confidential secretarial and administrative support to an assigned executive at the vice president or equivalent level with responsibility for a major organizational function.
• Extensive contact with internal and external stakeholders is required to identify, research, and resolve problems.

Essential Duties and Responsibilities:

• Maintains confidentiality.
• Serves as a liaison with other functional areas and external customers in the resolution of routine administrative and operational issues.
• Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries.
• May prepare and distribute agendas and minutes of meetings.
• Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements.
• Prepares or assists in preparing statistical and narrative reports by performing information gathering and analysis, as specifically directed.
• Establishes, maintains and updates files, databases, records and other documents.
• Sorts, screens, reviews and distributes incoming and outgoing mail.
• Maintains currency in modern office management methods and techniques.
• Maintain corporate real estate logistics / facilitate moves
• Performs other duties and responsibilities as assigned.

Skills: Skills/ Qualifications:

• Intermediate level concepts, principles and practices of providing executive support.
• Organizational policies and practices.
• Confidentiality policies.
• Understanding of Financial Services industry.
• Performing a range of executive support activities for senior leaders of a major organizational functional area.
• Answering telephones and assisting visitors.
• Prepare agendas and minutes and other documents.
• Scheduling and coordinating meetings, events, interviews and appointments.
• Preparing reports.
• Gathering and analyzing basic information.
• Establishing and maintaining files, databases and other records.
• Performing routine analyses and calculations involved in preparing reports.
• Sorting, screening and distributing mail.
• Operating standard office equipment and using required software applications.
• Make administrative and procedural decisions and judgments.
• Analyze and solve problems.
• Maintain currency in modern office management methods and techniques.
• Attend to detail while maintaining a big picture orientation.
• Read, comprehend and apply business related information.
• Motivate and persuade others to achieve desired outcomes without organizational authority.
• Organize, manage and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.
• Communicate effectively, both orally and in writing.
• Work independently as well as collaboratively within a team environment.
• Handle stressful situations and provide a high level of client experience a calm and professional manner.
• Establish and maintain effective working relationships at all levels of the organization.

Education: Educational/Previous Experience Requirements:

• High School diploma and (6) six plus years’ experience in providing secretarial and administrative support to executives at a vice president/department head level in a major function within a large financial services organization.

• Maintains confidentiality.
• Serves as a liaison with other functional areas and external customers in the resolution of routine administrative and operational issues.
• Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries.
• May prepare and distribute agendas and minutes of meetings.
• Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements.
• Prepares or assists in preparing statistical and narrative reports by performing information gathering and analysis, as specifically directed.
• Establishes, maintains and updates files, databases, records and other documents.
• Sorts, screens, reviews and distributes incoming and outgoing mail.
• Maintains currency in modern office management methods and techniques.
• Maintain corporate real estate logistics / facilitate moves
• Performs other duties and responsibilities as assigned