Executive Assistant

Executive Assistant

Franklin Street is currently seeking an Executive Assistant to join our team in Tampa, FL.

The ideal candidate must possess a college degree or 2 years of equivalent experience, paired with a proactive work ethic and attention to detail. We are looking for a collaborative self-starter who can manage shifting priorities, execute corporate events from start to finish, and handle confidential information with discretion. Ability to work professionally with individuals across multiple business lines, including C-suite executives.

Position Overview:

The Executive Assistant will support the President and Chief Operating Officer and the Executive team by timely and efficiently assisting in the coordination of multiple projects occurring simultaneously, along with daily support of calendar management, correspondence, and communication. This job will also include various tasks working closely with other departments and lines within the organization.

Executive Support:

• Types and produces professional, business correspondence including letters, emails, and memorandums. Proofreads such documents for spelling, grammar, and layout, making appropriate changes as determined.
• Coordinates and maintains operational information through Microsoft Office 365 products including Outlook, Excel, SharePoint, One Drive, and OneNote.
• Assists in researching and coordinating air travel, lodging, car rental, and other related travel arrangements for internal and external individuals within company policies.
• Manages Outlook "In box" for COO, identifying urgent emails, and responding where appropriate.
• Maintains calendar including daily & weekly schedule and provides supporting documentation for meetings and key tasks; responds to meeting requests.
• Daily communication on high priority items, such as calendar, projects and other items that may need immediate attention, such as correspondence, forms or contracts needing approval.
• Helps create and produce visual presentations.
• Serves as a liaison with other departments and clients including high-level staff. Handle confidential and non-routine information appropriately.
• Maintains a high level of confidentiality both internally and externally including, but not limited to, conversations, correspondence, reports, meeting content, compensation, contract terms, etc.
• Assist in preparation of corporate resolutions, board minutes, qualifications to do business, certificates and related transactional back-up materials.
• Preparation of board meeting materials and organization of quarterly board meetings and annual meetings or shareholder letters.

Events Support:

• Plan, organize, and execute events from start to finish, ensuring all details are meticulously managed.
• Collaborate with clients or internal stakeholders to understand event objectives, requirements, and budget constraints.
• Research and select suitable venues for events, considering factors such as capacity, location, and amenities.
• Coordinate with vendors, suppliers, and contractors to secure services, equipment, and materials needed for the event.
• Develop event timelines and schedules, coordinating all logistical aspects.
• Communicate event details, updates, and expectations to all stakeholders, ensuring everyone is informed and aligned.
• Coordinate and supervise event staff & providing guidance and support throughout the event.

Requirements:

• College degree or 2 years of related experience.
• Microsoft Office 365, OneNote, SharePoint proficiency preferred.
• Intermediate to high level of proficiency required in: Microsoft Office including, but not limited to Outlook, Excel, Word, Power Point, and related software.
• Intermediate knowledge of Adobe creative suite.
• Strong organizational skills and the ability to multi-task.
• Continuous attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Professional business demeanor and ability to handle confidential and time sensitive information appropriately. Position continually requires demonstrated poise, tact and diplomacy.
• Ability to file effectively, both hard copy and electronic copy materials, to provide speedy access to pertinent information.
• Ability to communicate with an internal department and work in a collaborative manner with a diverse team.
• Strong work ethic and the ability to hit set deadlines. Demonstrated ability to adhere to strict deadlines on a daily, weekly, monthly basis.
• Professional business level communication skills including the ability to read, write, speak and comprehend the English language at a fluent and professional level (both in person and over the phone).
• Ability to represent the company professionally in front of guests with a customer service focus.
• Positive spirit and eagerness to take initiative and to take on responsibilities to optimize the team leader's effectiveness.
• Demonstrated ability to maintain highly confidential information required;
• Demonstrated ability to manage projects with changing priority.
• Self-starter that works well under pressure and responds proactively to change.
• Effective multitasking and people skills
• Ability to influence, motivate, resolve conflict and creatively solve problems

About Franklin Street:

Franklin Street is a family of full-service real estate companies focused on delivering value-added solutions to meet clients' evolving needs. Through a collaborative philosophy of leveraging the resources, expertise, and experience of each of its divisions—Real Estate, Capital, Insurance, Property Management, and Project Management—Franklin Street offers unmatched value and optimal solutions for clients nationwide.

Make your next career move with Franklin Street. With seven lines of business and nine offices across, that perfect opportunity you've been looking for is here. We believe in hiring a mix of experienced and new talent to join our team of professionals. Whatever your expertise, wherever you are on your career path, Franklin Street is your destination for success.

Franklin Street offers competitive salaries, medical – including additional discounts, dental, and vision benefits, disability, and life insurance, 401(K), paid time off, and holiday pay. We also love working together to help the community through our company-sponsored philanthropy events.

Must be able to successfully pass pre-employment (post-offer) drug screen and background check.

Franklin Street and Lighthouse HR Services is an Equal Opportunity Employer: Race, Religion, Color, National Origin, Citizenship, Sex, Sexual Orientation, Gender Identity, Age, Disability, Ancestry, Veteran Status, Genetic Information, or any other classification protected by law.