Administrative Assistant

#IND123

JOB ID: 23596 – Administrative Assistant

Location: Must be local to downtown Tampa, FL - This position is onsite

Pay: $30.00 - $33.00 per hour

Type: Contract to hire

Schedule: Monday– Friday (8:00 am to 5:00 pm) Full time onsite

Summary:  Supporting VP Chief of Staff to President & CEO and department/team.

Job description:

• Provide day-to-day administrative support, including calendar management, meeting scheduling, preparation of materials, correspondence, document formatting, printing, copying, mailing, and other general office needs.
• Coordinate travel arrangements, itineraries, expense reports, invoices, purchase requests, vendor needs, and administrative transactions while maintaining organized and accurate records.
• Support daily office operations, including conference room coordination, visitor reception, meeting logistics, kitchen stocking and preparation, lunch orders, and backup coverage for administrative team members.
• Serve as a point of contact for internal and external stakeholders, coordinating meetings and communications, proofreading and distributing correspondence, and ensuring requests are handled professionally and promptly.
• Assist with projects, onboarding activities, action-item and deadline tracking, and process improvements while managing multiple priorities and maintaining confidentiality.

Nice to have:

• Bachelor's degree
• Experience supporting senior leaders or executive level teams
• Experience working at corporate headquarters
• Coordinate domestic and international travel itineraries
• Must demonstrate a functional knowledge of the Bank Secrecy Act in addition to other Federal laws, including but not limited to U.S. Patriot Act, Office of Foreign Assets & Control, Anti-Money Laundering, Right to Financial Privacy Act, and the Bank Bribery Act.

Requirements:

• Associate's Degree or equivalent
• 3+ years of administrative support experience, in a corporate or executive office environment.
• Must have a polished professional presentation to represent Executive Management team and outside vendors. 
• Must be MS Office proficient including Excel and PowerPoint
• Must have strong communication skills (written and verbal)
• Must be proactive to predict needs
• Maintain a heavy, complex calendar, in a fast-paced environment
• High level of confidentiality
• High school diploma or equivalent
• Background check required
• Drug screening required