Executive Assistant I Position Available In Pinellas, Florida

Executive Assistant I#25-57625
St. Petersburg, FL
All On-site Job Description

ONSITE POSITION

• SHIFT
• MON-FRI 9AM
• 5PM.

FLEXIABLE FOR MEETING, EVENTS & CUSTOMERS

• DURATION
• 3 MONTHS

WITH POSSIBLE EXTENSION.

• Perform professional-level tasks that are sensitive in nature, requiring independent judgment, initiative, confidentiality and tact
• Strong computer skills using Microsoft Outlook and MS Office
• PowerPoint, Word and Excel (intermediate/advanced experience)
• Manage and prepare presentations for internal and external audiences, under general direction (does not facilitate presentations)
• Schedule and organize internal and external meetings and conferences (i.e., schedule attendees, conference rooms, placing catering orders and clean-up services)
• Coordinate and manage offsite and onsite meeting logistics (international and domestic)
• Liaise with other Administrative Assistants or Coordinators to schedule meetings and complex travel logistics: air, ground transportation, meeting preparation, agenda preparation and dinner arrangements, etc.
• Coordinate conference calls with internal and external customers and business partners
• Work independently with only general guidance on a variety of special projects
• Heavy calendar management utilizing MS Outlook to schedule and organize meetings and conferences; must be flexible with last-minute schedule changes and urgent meeting requests
• Process and reconcile travel and expense reports for reimbursement using the Concur Expense management system
• Arrange domestic and international travel; process visas and passport renewals as needed
• Answer and screen telephone calls for executives from both internal/external sources, transfer calls to the appropriate party
• Organize and maintain necessary confidential files and records for department as required
• Coordinate and maintain office and kitchen with supplies
• Reviews and screens mail for the General Manager.
• Responds to regularly occurring requests for information.
• Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes.
• Prepares various confidential departmental reports as assigned by General Manager. Collects information, compiles into required format, prints, proofs and distributes to appropriate company personnel.
• Answers telephones, handles calls, routes to appropriate individual, or takes messages. Ensure customers, vendors and employees are handled in a professional and courteous manner.
• Establishes and maintains confidential files.
• Act as a liaison with other departments and outside agencies, including high-level staff such as Business Unit Leaders.

IV.

Knowledge Requirements:

Education or Equivalent:

Education or Equivalent:

(Minimum required to perform the job)
High school diploma or equivalent required; college degree preferred

• Executive Admin 8+ years of experience
• Pharma industry experience a plus

EEO:

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of

• Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.

“