Front Desk Executive Assistant

Company Summary

VoltAir Inc founded in 2006 is an engineering firm that provides Mechanical Electrical Plumbing Fire Protection and Information Technology design and commissioning services. We operate in seven locations in Tampa Orlando and Ft. Lauderdale Florida; also in Arlington and Houston Texas; as well as Atlanta Georgia and Nashville Tennessee.

Position Overview

The Front Desk Executive Assistant will provide high-level front office administrative operational and strategic support for a fast-growing Tampa-based engineering firm with offices across the Southeast. This dynamic role serves as the first point of contact for the company and requires a highly skilled individual possessing a friendly and professional demeanor while remaining effectively organized proactive and capable of anticipating the needs of a fast-paced engineering environment.

Responsibilities include but not limited to

• Adhere to company core values:
  • Excellence in Every Detail
  • Integrity and Accountability First
  • Empowering Teamwork and Mutual Respect
  • Service to Our Community
  • Innovation with a Purpose
• Provide executive-level support for CEO and other company leadership as is necessary
• Positively represent the company brand as the first point of contact for onsite visitors and inbound callers; includes typical front-office duties including answering phones routing calls and receiving visitors
• Receive sort and distribute daily mail and deliveries
• Monitor track and place orders for inventory for all office and breakroom supplies.
• Ensure the breakroom is consistently stocked with refreshments beverages and other essentials
• Schedule and provide hands-on support for onsite and offsite meetings training sessions conferences company events
• Coordinate development and distribution of agendas and materials for meetings/presentation new hires etc.
• Manage calendars schedules and travel for multiple personnel including executives candidates and new hires etc.
• Coordinate onsite and offsite events: invitation management attendee management coordinating catering and pickup/delivery setup and takedown vendor interaction event content and collateral and other tasks as needed.
• Other duties as assigned which may include assisting with employee communication (Newsletter) editing documents template creation digital survey creation file management and organizing assets.
• Support various departments with clerical duties such as specification editing (SpecLink) maintain company phone list.
• Process Professional Engineers license renewals and Certificates of Insurance requests as needed.
• Miscellaneous duties as assigned to include HR-related tasks:
• Interview Coordination: Scheduling interviews and managing the logistics of the interview process
• New hire onboarding process orientation etc.
• Assisting with the organization and facilitation of training programs
• Assisting with the preparation and distribution of HR reports
• Record keeping and documentation management

Minimum Qualifications

• Candidates must be authorized to work in the United States and based in Tampa Florida
• Strong written and verbal communication organizational and customer service skills are essential.
• Ability to work onsite in Tampa office during regular business hours MondayFriday
• High school diploma: associate or bachelors degree preferred
• 5 or more years experience in an executive assistant capacity preferably for C-Suite members in a fast-paced office environment
• Ability to handle sensitive information with discretion and maintain confidentiality
• Proficient in Microsoft Office Suite (Excel Word PowerPoint Outlook etc.)
• Demonstrated ability to manage multiple tasks prioritize effectively and meet deadlines
• Strong preference for engineering industry experience

Skills and Competencies

• Meet deadlines work independently or as part of a team accountable maintain focus on setting objectives and goals.
• Excellent attention to detail and thoroughness in deliverables and communications maintains high-quality standards and good follow-up skills.
• Ethical honest and accountable; maintains confidentiality handles sensitive information with discretion and professionalism.

Physical Requirements

Must have the ability to perform the necessary job-related functions with or without reasonable accommodation.

• Work normal business hours and extended hours evenings and weekends when necessary to meet business deadlines.
• Remain in a stationary position often standing or sitting for prolonged periods.
• Regular use of office equipment such as a computer/laptop and computer screens
• Dexterity of hands and fingers to operate a computer keyboard mouse and other computer components
• Ability to see differences between colors shades and brightness.

Equal Employment Opportunity Statement

Our Company does not discriminate in recruitment hiring training promotion or other employment policies on the basis of any protected characteristics. All qualified applicants will receive consideration for employment without regard to age race or color religion sex or sexual orientation gender identity or expression national origin physical or mental disability status pregnancy status genetics protected veteran status or any other characteristic as protected by applicable federal state or local law.

In addition we make reasonable accommodation to the needs of disabled applicants and employees so long as this does not create an undue hardship on the business or threaten the health or safety of others at work. If you need assistance in completing this application notify and we will provide assistance.