Executive Assistant

Executive Administration Assistant

We are seeking an Executive Administration Assistant to perform administrative tasks and clerical duties for the President and Executive Staff of our tourist based business in Pensacola FL. This position serves as the liaison between the Board members, our Staffed employees, our Business partners, any volunteers working with/for us, as well as the President & CEO.

DUTIES & RESPONSIBILITIES:

• Serve as primary point of contact for internal and external constituencies on matters pertaining to the President & CEO.
• Provide a bridge for smooth communication between the President & CEO's office and staff; demonstrating leadership to maintain credibility, trust and support.
• Manage the Executive's schedule, appointments, travel arrangements, and expense reports.
• Prepare & edit ALL correspondence, reports, and responses to written communications on behalf of the President & CEO.
• Manage our schedule of meetings and programs including announcements, registration, and related website pages.
• Record, transcribe and distribute minutes of business meetings.
• Research and coordinate special projects as directed by the President & CEO.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Prepare monthly and annual reports for Board Meetings, TDC, and Escambia County.
• Provide administrative support to the Event Grant program including establishing schedules, distributing materials, answer questions, prepare applications for review, and transcribe minutes from the committee meetings.
• Support special projects through research and managing the project timeline.
• Support internal staff as requested.
• Collect data from Partners and Vendors, prepare reports as requested.
• Prepare invoices, reports, memos, letters and other documents using word processing, spreadsheet, database and other presentation software.
• Provide high quality professional service to clients and staff, in order to fulfill needs effectively, while also efficiently demonstrating credibility, trust and support.
• Improve processes and policies in support of organizational goals, maximize output, adherence to rules, regulations and procedures.
• Be a team player, problem solver, people person, self-starter and demonstrate flexibility, initiative, and strong communication skills.
• Other duties as assigned.

REQUIRED COMPETENCIES:

• Analytical
• Problem Solving
• Project Management
• Oral Communication
• Team Work
• Written Communication
• Ethics
• Organizational Support
• Adaptability
• Attendance/Punctuality
• Dependability
• Initiative
• Judgment
• Planning/Organizing
• Professionalism
• Quality

QUALIFICATIONS:

• Education/Experience: Bachelor's degree (B. A.) from four-year College or university; or two years related experience and/or training; or equivalent combination of education and experience.
• Computer Skills: To perform this job successfully, an individual should have knowledge of Word Processing software; Spreadsheet software; Project Management software and Database software.
• Certificates and Licenses: No specific certifications are needed for this position.
• Supervisory Responsibilities: This job does not have any supervisory responsibilities.
• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 50 pounds. While performing the duties of this Job, the employee is regularly required to sit; talk; hear; to use their hands and/or fingers in order to handle and/or feel. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.
• Activity Measures:

• Timely reports
• Accuracy
• Punctual
• Preparation for meetings
• Maintaining of the President & CEO's schedules and meetings
• Presentations

STARTING PAY RATE: The starting pay for this position will be based on the candidate's previous experience. SCHEDULE: Hours of Operation are 8:00am - 5:00pm REQUIREMENTS: Must pass a pre-employment drug screen and background check.

TEL Staffing complies with regulations enforced by the EEOC.

This position may be Direct-Hire or Temp-to-Hire. No benefits are offered during the Temp period.