Executive Assistant Position Available In Polk, Florida

GENERAL OVERVIEW

The Executive Assistant will play a critical role in supporting the CEO and Executive Leadership Team, ensuring seamless coordination of administrative functions and executive-level support. This position requires exceptional organizational skills, attention to detail, and the ability to maintain confidentiality while managing diverse responsibilities in a fast-paced environment. The Executive Assistant will also take the lead in tasks related to company-wide meetings and communications, including Townhalls and quarterly leadership meetings, ensuring alignment with organizational goals and messaging.

KEY RESPONSIBILITIES

Core duties and responsibilities include the following: Embodies the company’s Leadership Principles Manage the executive’s day-to-day calendar, including making appointments and prioritizing the most sensitive matters. Organize travel arrangements, accommodations, and itineraries. Prepare and organize materials for meetings, presentations, and reports, including scheduling, reminders, and catering. Coordinate special projects, events, and initiatives as assigned. Draft, review, and edit correspondence, ensuring clarity and professionalism. Manage and prioritize incoming correspondence, ensuring timely responses. Answer phone calls professionally, take accurate messages, welcome visitors, and direct them appropriately. Maintain an organized filing system for confidential documents and corporate records. Perform basic bookkeeping tasks, such as compiling invoices. Use various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects. Demonstrate professionalism and integrity in all interactions, handling sensitive information with discretion. Foster positive relationships and address concerns proactively. Perform other duties as assigned.

QUALIFICATIONS- KNOWLEDGE, SKILLS, & ABILITIES

At least 2 years of experience as an Executive Assistant or relevant experience supporting C-level executives. Exceptional organizational and time management skills, with the ability to manage multiple priorities effectively to meet deadlines. Meticulous attention to detail and a proactive problem-solving mindset. Exceptional interpersonal skills, including effective communication, teamwork, and conflict resolution. Self-motivated, resourceful, and able to work independently. Ability to act as gatekeeper and escalate relevant information to executives as needed. Ability to display a high level of professionalism and confidentiality. Skilled in the use of standard office equipment (e.g., copiers, business telephone systems, projectors, fax machines). Proficient with Microsoft Office Suite and other scheduling, bookkeeping, and project management software can also be beneficial. One-year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.