Executive Assistant

Location: 100 West Anderson Street Orlando FL 32801

Type: 3 months contract on W2

Job Purpose:

Responsible for providing administrative support for a Vice President and Business Unit (BU) while performing complex and confidential administrative duties as they relate to the various divisions within the BU. May also be responsible for preparing and/or analyzing moderate to complex reports preparing presentations reviewing BU practices policies and procedures and making recommendations to management.

Primary Functions:

• Provide administrative support for the BU including but not limited to responsibility for the completion and accuracy of documents composition of routine correspondence reading and routing mail answering and forwarding calls and addressing customers needs and inquiries;
• Provide support to Vice President with travel arrangements calendar management appointment/event planning and scheduling and credit card billing and transactions;
• Compile and assist in the preparation and review of presentations financial reports records minutes copies of correspondence or other printed material;
• Take meeting notes and independently follow up on action items from the meetings;
• Work with BU personnel to review contracts/agreements; provide support and tracking of purchasing activities related to document flow of approved documents including bid proposals contracts agenda items etc.; proofread contracts and prepare agenda Items;
• Track purchase orders and advise on status to ensure BU funding requirements are met;
• Analyze review and recommend process improvements to BU management;
• Review invoices and advise business unit management of any adjustments for billing purposes; process invoices for billing of customers and vendors.
• Interpret a variety of data and convert into complex spreadsheets for analysis;
• Work on budget items under the direction of the Vice President; identify research and explain budget variances;
• Provide support to committees and project teams related to the BU;
• Maintain highly confidential and sensitive information in the BU or department;
• Keep office supplies inventory and order supplies as needed;
• Perform other duties as assigned.

Skills

• Knowledgeable in Human Resources practices High reliability
• Discretion and confidentiality Extremely proficient with all Microsoft Office Suite or similar software with the ability to learn new or updated software
• Extensive knowledge of office administration clerical procedures reporting and recordkeeping.
• Selfstarter Excellent interpersonal and communication skills both verbal and written
• Remarkable customer service skills and aptitude Exceptional organizational skills and attention to detail
• Ability to work in fastpaced and highpressure environments
• Excellent time management skills with a proven ability to meet deadlines
• Good critical thinking and decisionmaking

Experience

• Associates Degree in Business Office Administration or related field of study from an accredited college or university;
• Two (2) years of additional experience (as described below) may replace each year short of the education requirement.
• Minimum of five (5) years of increasingly responsible administrative experience
• Minimum of one (1) year of experience supporting business operations in Human Resources and/or business process improvement initiatives preferred

Education

• Associates Degree in Business Office Administration or related field of study from an accredited college or university;
• Two (2) years of additional experience (as described below) may replace each year short of the education requirement
• Minimum of five (5) years of increasingly responsible secretarial/administrative experience
• Minimum of one (1) year of experience supporting business operations in the area of assignment and/or business process improvement initiatives preferred
• Certified Administrative Professional (CAP) or equivalent certification preferred
• Florida public notary license preferred