Administrative Assistant Division Support

Location: Lake Mary FL (Onsite)
Schedule: MondayFriday 8:00 AM5:00 PM (occasional afterhours/weekend as needed)
Reports To: Division Vice President
Pay Range: $26$32 per hour

About the Opportunity

We are seeking a highly organized and proactive Administrative Assistant to provide direct support to the Division Vice President and Division Controller. This inoffice role is essential to maintaining smooth daily operations clear communication and efficient coordination across the Division.

This position handles a wide range of administrative responsibilities including travel arrangements hotel blocks event coordination contract support Division meetings training logistics and disasterreadiness organization. The ideal candidate is detailoriented resourceful and able to manage sensitive information with professionalism and discretion.

Key Responsibilities

Administrative & Executive Support

• Provide daily administrative support to the Division Vice President and Division Controller.
• Manage complex calendars appointments and Divisionwide meeting schedules.
• Prepare and distribute internal reports communications and presentations.
• Maintain confidential files documentation and accurate records.
• Support contract review and coordination while ensuring confidentiality.

Travel & Event Coordination

• Book all Division travel including flights hotels rental vehicles and itineraries.
• Secure hotel room blocks and negotiate contract terms with vendors and hotels.
• Coordinate Division meetings leadership visits trainings and onsite events.
• Support vendor pricing logistics hospitality and contract arrangements.
• Provide onsite or afterhours support during major meetings or events as needed.

Financial & Operational Support

• Assist with financial projections budgeting tasks and expense tracking.
• Support contract administration in coordination with the Corporate Legal team.
• Maintain accuracy and compliance with internal financial guidelines.

Division Support & Special Projects

• Coordinate disasterplanning resources and maintain updated emergency materials.
• Support Division initiatives celebrations and teambuilding projects.
• Conduct research and prepare briefing materials or presentations.
• Recommend and support improvements to administrative systems and procedures.

Qualifications

Required

• Proven background in administrative support executive assistance or office coordination.
• Advanced proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint).
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities.
• Ability to maintain confidentiality professionalism and discretion.
• High level of technical and systems proficiency.

Preferred

• 2 years of supervisory or peoplemanagement experience.
• Experience negotiating contracts with vendors hotels or service providers.
• Experience using AMEX/Concur for travel and expense management.
• Strong financial acumen including budgeting forecasting and reporting.
• Ability to travel for work when required.

Why Youll Love This Role

• High-impact position supporting division leadership.
• Opportunities to contribute to process improvements and organizational efficiencies.
• Collaborative and professional work environment.
• Consistent weekday schedule with limited afterhours requirements.
• Meaningful responsibilities with room for growth and development.
• Comprehensive benefits package including Medical Dental Vision PTO 401(k) and Life Insurance