Title:  Executive Administration F

Job Title: Executive Administration F
Job Code: 40898
Job Location: Palm Bay, FL
Job Schedule: 9/80: Employees work 9 out of every 14 days – totaling 80 hours worked – and have every other Friday off

Job Description:

We're seeking a highly organized, detail-oriented Executive Administrator who excels at solving complex, time-sensitive problems and is motivated by flawless execution. This role demands an independent self-starter who serves as a trusted ambassador to our executives and their teams, someone who demonstrates sound judgment, maintains strict confidentiality, and empowers stakeholders to make informed decisions. The ideal candidate thrives in both independent and collaborative settings, naturally operates with a customer service mindset, and adapts seamlessly to diverse personalities and working styles across all levels of management.

Essential Functions:

• Manage professional and personal scheduling for operations leadership team, including agendas, mail, email, calls, travel arrangements, visitor management, presentations, and other company logistics
• Provide complex and dynamic calendar support with advance preparation for all commitments—comprehensive briefing materials, pre-reads, meeting agendas, presentations, and itineraries
• Coordinate all travel-related activities, including hotel booking, transportation, meal coordination, and expense reporting
• Prepare and edit correspondence, reports, presentations, and other documents; review all materials for accuracy and completeness
• Coordinate and implement office procedures; manage inventory of office supplies and equipment; liaise with vendors and service providers
• Maintain and update records, databases, and filing systems (electronic and hard copy)
• Coordinate meetings and business meals, including agenda preparation, note-taking, and follow-up on action items
• Assist with onboarding new hires within the operations department, including workspace preparation and orientation coordination
• Participate in planning and execution of company events and meetings
• Handle inquiries from internal and external contacts and provide assistance as needed
• Perform project support work as assigned to support departmental objectives
• Uphold strict confidentiality at all times
  
  
• Ability to obtain US Govt security clearance

Qualifications:

• High School Diploma or equivalent with 6+ years of relevant experience, OR Associate's Degree with 2+ years of related experience
  
  

Preferred Skills:

• Proficiency in MS Office Suite (PowerPoint, Word, Excel, Outlook), MS Teams, Zoom, SharePoint, and SAP Concur
• Previous experience in project coordination and event planning
• Exceptional organizational skills with ability to prioritize and manage multiple assignments simultaneously
• Strong written and verbal communication skills
• Proactive self-starter who works effectively independently and collaboratively
• Sharp attention to detail with strong problem-solving abilities; can diagnose issues quickly and anticipate potential challenges
• Flexible, adaptable team player who thrives on challenges and does what it takes to deliver results
  
  

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