Executive Assistant
: Job Details :

Job Title: Executive Assistant

Job Location: Saint Petersburg, FL-33716

Job Duration: 6 months contract

This is a contract-to-hire opportunity depending on their performance and attendance

They will be required to work onsite office 3 days a week and will work 2 days remotely

Candidates must be flexible to work onsite more than 3 days a week depending on the SVPs' discretion

Duties:

This person will be responsible for providing executive administrative support to 3 Senior Vice Presidents of the Technology organization. They are high level executives so the importance of providing top-notch, quality candidates is extremely important

Essential Duties and Responsibilities:

Provides the full spectrum of support to two or more SVPs within the Technology organization

Maintains confidentiality

Provides executive support including answering telephones; assisting visitors; and resolving and/or referring a range of administrative problems and inquiries

Schedules and coordinates meetings, events, lunches, interviews, appointments and/or other similar activities, which may include coordinating travel and lodging arrangements

Responsible for the procurement of office supplies and kitchen supplies, which includes unpacking and backfilling the kitchen and supply cabinets on the organizations floor

Assist with hoteling issues that may arise throughout the day within the executive's organization. This may include but not limited to physically going to a workstation on the floor and troubleshooting the issue, correcting the issue with known fixes, reaching out to End User Support for replacement of equipment, etc

Submit expense reports weekly and reconcile Corporate American Express accounts of the executives

Sorts, screens, reviews and distributes incoming and outgoing email

Build strong professional relationships with colleagues within the IT Admin Team and within the firm

Skills:

Knowledge of:

Organizational policies and practices

Confidentiality policies

Investment concepts, practices and procedures used in the securities industry

Principles of banking and finance and securities industry operations

Terminology of financial markets and technology products

Skill In:

Performing a range of executive support activities for a senior vice president of a major organizational functional area

Answering telephones and assisting visitors

Prepare, transcribing, composing, typing and editing correspondence, agendas and minutes and other documents

Scheduling and coordinating meetings, events, interviews and appointments

Preparing reports

Establishing and maintaining files, databases and other records

Performing routine analyses and calculations involved in preparing reports

Sorting, screening and distributing email

Microsoft 365 Software Applications, Concur, Viso, MS Teams, Zoom, standard office equipment

Education:

High School diploma and ten plus years' experience in providing secretarial and administrative support to executives at a senior vice president/department head level in a major function within a large financial planning, investment management or other financial services environment.