Job Description

Job Title: Executive Assistant I

Duration - 3 MONTHS WITH POSSIBLE EXTENSION.

Location - St. Petersburg FL 33716

Shift - MON-FRI 9AM - 5PM

ONSITE POSITION -

FLEXIABLE FOR MEETING, EVENTS & CUSTOMERS

Description

• Perform professional-level tasks that are sensitive in nature, requiring independent judgment, initiative, confidentiality and tact
• Strong computer skills using Microsoft Outlook and MS Office PowerPoint, Word and Excel (intermediate/advanced experience)
• Manage and prepare presentations for internal and external audiences, under general direction (does not facilitate presentations)
• Schedule and organize internal and external meetings and conferences (i.e., schedule attendees, conference rooms, placing catering orders and clean-up services)
• Coordinate and manage offsite and onsite meeting logistics (international and domestic)
• Liaise with other Administrative Assistants or Coordinators to schedule meetings and complex travel logistics: air, ground transportation, meeting preparation, agenda preparation and dinner arrangements, etc.
• Coordinate conference calls with internal and external customers and business partners
• Work independently with only general guidance on a variety of special projects
• Heavy calendar management utilizing MS Outlook to schedule and organize meetings and conferences; must be flexible with last-minute schedule changes and urgent meeting requests
• Process and reconcile travel and expense reports for reimbursement using the Concur Expense management system
• Arrange domestic and international travel; process visas and passport renewals as needed
• Answer and screen telephone calls for executives from both internal/external sources, transfer calls to the appropriate party
• Organize and maintain necessary confidential files and records for department as required
• Coordinate and maintain office and kitchen with supplies
• Reviews and screens mail for the General Manager.
• Responds to regularly occurring requests for information.
• Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes.
• Prepares various confidential departmental reports as assigned by General Manager. Collects information, compiles into required format, prints, proofs and distributes to appropriate company personnel.
• Answers telephones, handles calls, routes to appropriate individual, or takes messages. Ensure customers, vendors and employees are handled in a professional and courteous manner.
• Establishes and maintains confidential files.
• Act as a liaison with other departments and outside agencies, including high-level staff such as Business Unit Leaders.

IV. Knowledge Requirements:

Education or Equivalent:

• Education or Equivalent: (Minimum required to perform the job)
• High school diploma or equivalent required; college degree preferred
• Executive Admin 8+ years of experience
• Pharma industry experience a plus

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