Executive Assistant/ Office Manager

Overview Reporting directly to the Executive Vice President, the Manager, Office Services/Executive Assistant will be responsible for performing a number of administrative duties. Must be able to work with minimal supervision, is highly self‑motivated, and displays professional maturity when dealing with company‑related and confidential matters. Capable of managing their workload and prioritizing tasks in a fast‑paced corporate environment handling multiple and competing priorities. Responsibilities Administrative Support: Receive calls, take messages, route correspondence; maintain calendars, arrange meetings and appointments, provide reminders; take meeting minutes and transcribe notes; produce reports, presentations, and briefs; develop and carry out efficient documentation and filing system; prepare various reports and information needed for business meetings; organize projects and provide follow‑up; schedule on and off‑site meetings including all logistical coordination; prepare and process expenses, purchase orders and invoices. Travel Manager: Manage relationship with travel partner (Travel Inc.); perform travel approvals, including day, evening and weekend changes due to weather or emergencies; manage nationwide hotel and car relationships, negotiate rate agreements; assist Finance with travel budgets and provide annual travel reports; manage corporate AMEX accounts, work with AP for receipts and explanations; provide credit card authorization forms to hotels. Corporate Meeting Planner: Source hotels for best rates and book all company meetings to adhere to budgets; accommodate meeting sizes from 5 to 600 people. Office Manager: Manage front‑desk receptionists and provide backup; answer phones and provide front‑desk support; manage facilities maintenance staff and cleaning vendor; manage building management and parking company, issue employee parking badges, maintain corporate employee spreadsheet; coordinate employee seating charts for new hires; manage relationship and tickets with National sports leagues. Maintain confidentiality and ensure discreet handling of all business matters; ensure secure transmission of information. Education and Experience Bachelor’s degree in arts, sciences, business or related field OR 5+ years’ experience in any field managing projects, budgets, scheduling or related field. Five (5) to Seven (7) years administrative experience. One (1) to Three (3) years minimum experience in Project Management or closely related field. Qualifications High proficiency with MS Office: Outlook, Word, Excel, PowerPoint. Outstanding organizational skills and ability to handle multiple projects. Excellent customer service skills. Project management and timeline management experience. Language skills: Ability to respond effectively to the most sensitive inquiries or complaints; ability to effectively present written and/or verbal information in a clear, concise manner within a cross‑functional team environment; ability to read, analyze, and interpret complex documents. Mathematical skills: Ability to grasp and manipulate timelines as they relate to projects to provide key milestone updates. Work Environment This position requires working primarily in an office environment. Location: Sarasota, FL. Time Type: Full time. Department: Office Services. #J-18808-Ljbffr Boar's Head Provision Company