Executive Assistant, Lab Operations
- Tampa, FL
- Permanent
- Full-time
- Coordinate all aspects of the Executives calendar / schedule including travel arrangements.
- Acts as the primary point of contact for the Executive handling all communications with precision and professionalism.
- Provide administrative support as needed to Operating Leadership Team (OLT)
- Point person for Tampa Site - Serve as gatekeeper of the Executives time, schedule, and information
- Anticipate potential schedule conflicts and proactively deal with them before they become issues
- Handle highly confidential materials, including strategic business deals, negotiations, and other sensitive information
- Facilitate communication and coordination for complex and confidential business transactions
- Communicate and coordinate early and clearly with other executive assistants supporting other functional areas and Leadership Teams within and outside the Region
- General project management assistance, including maintaining and updating action plans and timelines including capturing meeting minutes including agenda development / preparation, and action item follow up
- Support the planning and execution of strategic and tactical projects and initiatives, ensuring alignment with the goals and objectives
- Produce PowerPoint presentations, Word documents, Excel spreadsheets
- Set-up video conferencing and other media technology as needed
- Manage and reconcile expense reports and purchase requisitions
- Manage memberships and subscriptions for executives and team members
- Maintain files and manage invoice approval and submissions
- Respond to procedural requests, understand organizational policies and procedures necessary to ensure appropriate decision making protocols are followed
- Perform other duties as assigned to meet the business needs / customer requirements
- 5+ years of Executive Assistant experience required in a related field
- Proven track record of performance, results, meeting deadlines, and successfully managing administrative processes - Excellent time management and ability to manage shifting priorities
- Impeccable attention to details, independent thinker and problem solver with a strong work ethic
- Demonstrated ability to manage sensitive information and exercise discretion
- Highly organized and capable of prioritizing and managing multiple projects / tasks
- Professional communication style, both oral and written, including impeccable accuracy in formatting
- Experience liaising with and managing communications and events for internal and external stakeholders
- Superior interpersonal skills with a demonstrated ability to partner with other administrative professionals
- Proficiency in Microsoft Suite and SharePoint tools
- Ability to work independently and take initiative while supporting a team-oriented environment
- Strong problem-solving skills and reasoning to quickly follow up and solve administrative issues