Junior Executive Assistant
Full-Time
Hourly Pay: $20-25/hour
Tampa Florida
Responsibilities
• Manage the calendar of a Senior Vice President, schedule cross-functional meetings, resolve conflicts, and prioritize requests to reduce scheduling friction and ensure timely alignment across stakeholders.
• Coordinate end-to-end meeting logistics, including preparing agendas and briefing materials, booking rooms or virtual links, capturing minutes, and tracking action items to enable on-time starts and faster follow-ups.
• Execute domestic travel planning and itineraries, optimize flight and lodging selections for cost and time efficiency, and process expenses promptly to maintain compliance and reduce travel costs.
• Provide day-to-day administrative support by drafting correspondence, compiling reports, maintaining trackers, and organizing files while protecting sensitive HR information to improve accessibility and confidentiality.
• Partner with team members to plan and deliver onboarding sessions, trainings, and leadership offsites, managing guest lists, materials, and logistics to enhance attendee experience and operational efficiency.
• Implement standardized scheduling and meeting practices (templates, naming conventions, file organization) that reduce preparation time and improve consistency across executive interactions.
• Communicate clearly with executives and internal stakeholders, triaging requests, setting expectations, and anticipating needs to improve responsiveness and deliver a customer-centric experience to team members.
Minimum Qualifications
• Associate’s degree in Business Administration, Human Resources, Communications, or a related field, or equivalent practical experience.
• 1–2 years of administrative or executive assistant experience supporting senior leaders in a fast-paced environment.
• Demonstrated proficiency in complex calendar management, including prioritizing meetings across time zones and resolving conflicts using enterprise scheduling tools such as Microsoft Outlook or comparable platforms.
• Strong written and verbal communication skills to draft concise emails, summaries, and briefings and interact professionally with executives and colleagues at all levels.
• Proven organization and prioritization skills to manage multiple concurrent deadlines, maintain accurate records, and handle confidential information with discretion.
• Proficiency with productivity and collaboration tools (Microsoft 365 or Google Workspace—including Outlook/Calendar, Teams/Zoom, Word/Docs, Excel/Sheets, and PowerPoint/Slides) to execute daily operations efficiently.
• High integrity and sound judgment handling sensitive HR information in alignment with privacy and confidentiality requirements.
Preferred Qualifications
• Bachelor’s degree in Business Administration, Human Resources, Communications, or a related field.
• Experience supporting business leaders.
• Experience coordinating executive travel and expense reporting in alignment with company policies.
• Event or project coordination experience, including vendor management and logistics for trainings or offsites.
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