Administrative Assistant

Job Summary:

Our client is seeking an Administrative Assistant to join their team! This position is located in Lake Buena Vista, Florida.

Duties:

• Interface directly with senior executives and their support teams, demonstrating the ability to work effectively with individuals at all levels
• Manage multiple calendars to ensure efficient scheduling of meetings across various time zones
• Schedule conference rooms, meetings, and video calls
• Understand daily priorities to strategically manage competing tasks and requests
• Adapt quickly to emergencies by reorganizing schedules as needed and restoring order once resolved
• Handle highly confidential and sensitive information with discretion, particularly in a publicly traded company
• Prepare regular reports and summaries, including time reporting and financial accounts, taking ownership of assigned tasks
• Assist in the preparation of presentations and client-facing communications
• Collaborate on projects and team requests through research, writing, and fact-checking
• Create complex, multi-city travel itineraries while considering time zones and logistical details
• Support the onboarding of new employees, serving as a welcoming and informative point of contact, including for senior leaders
• Mentor and train other support professionals in both technical skills and team collaboration
• Oversee office supply purchases and manage department purchase orders and vendor contracts
• Handle external inquiries for products and services, including outreach from vendors and organizations

Desired Skills/Experience:

• 5+ years of experience supporting an executive or in a comparable administrative role
• Excellent written and verbal communication skills, with flawless grammar and a strong vocabulary
• Strong PowerPoint and graphic design abilities, with the capability to transform verbal concepts into clear visual presentations
• Proven ability to multitask and prioritize deadlines and deliverables effectively
• High proficiency with computers, phones, and office equipment, including Microsoft Office, SAP, Confluence, Concur, and Windows environments
• Ability to remain calm and composed when handling unexpected situations
• Strong emotional intelligence to build relationships, foster collaboration, and encourage team cohesion
• Absolute reliability in handling confidential and highly sensitive information
• Confidence and willingness to learn new programs and tools as needed
• Flexibility to adjust schedule occasionally when business needs arise, while maintaining work-life balance
• Exceptional organizational skills and keen attention to detail
• Professional demeanor, positive attitude, and a proactive, can-do approach to tasks and challenges

Benefits:

• Medical, Dental, & Vision Insurance Plans
• Employee-Owned Profit Sharing (ESOP)
• 401K offered

The approximate pay range for this position is between $21.00 and $30.00 . Please note that the pay range provided is a good faith estimate. Final compensation may vary based on factors including but not limited to background, knowledge, skills, and location. We comply with local wage minimums.