Assistant III - Administrative

PODS Enterprises, LLC; Clearwater (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

PODS Enterprises, LLC is seeking an experienced Executive Assistant to provide comprehensive administrative support to our Vice Presidents and leadership team. The role includes managing complex calendars, coordinating travel, and handling confidential information with discretion.

The ideal candidate demonstrates strong organizational skills, professional communication, and the ability to juggle multiple high-impact tasks in a fast-paced environment while maintaining poise and attention to

Qualifications

• Bachelor’s degree in business or related field, or commensurate experience.
• 5-7 years of administrative support experience.
• Strong organizational and project management skills.
• Good business judgment and decision-making abilities.
• Ability to work independently with minimal supervision.
• Proficiency in Microsoft Office Suite, Teams, Outlook, PowerPoint, and reporting tools.
• Strong interpersonal skills and ability to collaborate across levels.
• Ability to manage multiple priorities and deadlines with discretion.

Responsibilities

• Manage and control complex calendars for up to 3 Vice Presidents.
• Anticipate scheduling conflicts and propose solutions aligned with priorities.
• Coordinate meeting logistics, facilities, catering, and materials.
• Lead administrative projects with timelines and stakeholder comms.
• Arrange travel plans, itineraries, and expense reporting.
• Serve as liaison between executives, staff, customers, vendors, and partners.
• Coordinate coverage during vacations and travel; improve processes.
• Maintain confidential information on schedules, personnel, strategy.
• Support front desk operations and office administration as needed.
• Organize departmental records and key business documents.
• Prioritize high-impact tasks in a fast-paced environment.

Skills

Calendar management

Travel coordination

Executive liaison

Discretion

Communication

Education

Bachelor’s degree in business

Tools

Microsoft Office Suite

Teams

Outlook

PowerPoint

Reporting tools

Job description

Provides administrative support to Vice Presidents, and other leaders. Manages complex calendars, travel arrangements, meetings and appointments; performs front desk and office support responsibilities; and maintains the highest level of professionalism, discretion, and confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage and control complex calendars for up to 3 Vice Presidents, balancing competing priorities and ensuring optimal use of executive time.
• Anticipate scheduling conflicts and proactively recommend solutions aligned with business priorities and executive objectives.
• Coordinate meeting logistics, including facilities, technology, catering, visitor access, materials, and post-meeting follow-up.
• Lead administrative projects and special assignments independently, ensuring timelines, deliverables, and stakeholder communications remain on track.
• Arrange travel plans, itineraries, and expense reporting for supported leaders.
• Serve as a professional liaison between executives, employees, customers, vendors, and external business partners.
• Coordinate administrative coverage and support continuity during vacations, leaves, and business travel.
• Identify and implement improvements to administrative processes, workflows, and office efficiencies.
• Maintain highly confidential information related to executive schedules, personnel matters, business strategy, and organizational initiatives.
• Support front desk operations, including visitor reception, telephone coverage, mail distribution, and office administration as needed.
• Organize and maintain departmental records, files, and key business documents.
• Prioritize multiple high-impact assignments in a fast-paced environment while exercising sound judgment and discretion.
• May perform other duties and responsibilities as assigned.

MANAGEMENT & SUPERVISORY RESPONSIBILTIES

• Typically reports to Management. Direct supervisor job title(s) typically include: Manager
• Job is not directly responsible for direct report (e.g., hiring/termination and/or pay decisions, performance management)

JOB QUALIFICATIONS: Education & Experience Requirements

• Bachelor’s degree in business related field or related commensurate experience.
• 5-7 years of administrative support experience
• Possess math skills sufficient to perform required duties
• Advanced organizational and project management skills.
• Strong business judgment and decision-making abilities.
• Ability to work independently with minimal supervision.
• Proficiency in Microsoft Office Suite, Teams, Outlook, PowerPoint, and reporting tools.
• Strong interpersonal skills with the ability to influence and collaborate across all organizational levels.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to handle highly confidential and sensitive information with discretion.
• Or an equivalent combination of education, training or experience

JOB QUALIFICATIONS: Essential Skills, Abilities and Example Behavior(s)

• PRESENT SKILLFULLY: Able to prepare and deliver clear, effective, and professional presentations
• QUESTION: Able to use effective fact-finding techniques to discover all relevant information; Able to ask questions that are not leading or biased; Able to challenge assumptions
• BE STRAIGHT-FORWARD: Able to communicate directly (to-the-point) and rely on fact-based positions; Able to avoid the use of ambiguous language or statements that contain hidden or double meanings; Able to avoid being deceptive
• NEGOTIATE: Able to apply effective questioning and listening techniques to determine each party's position; Able to look for common ground and build on areas of agreement to reach win-win outcomes; Able to ensure the agreed-upon alternatives have the support of all parties involved
• SELL: Able to identify the needs of internal and external customers through effective questioning and listening techniques; Able to apply technical / professional knowledge, interpersonal and sales skills to obtain customers' commitment to ideas, services or products
• ACT WITH INTEGRITY: Able to demonstrate uncompromising adherence to ethical principles; Able to demonstrate honesty in all actions; Able to admit and correct mistakes promptly; Able to assume full responsibility and accountability for own actions
• ADAPT: Able to maintain effectiveness by changing personal behavior and work routines / habits in response to new circumstances and requirements
• TAKE INITIATIVE: Able to exhibit tendencies to be self-starting and not wait for signals; Able to be proactive and demonstrate readiness and ability to initiate action; Able to take action beyond what is required and volunteers to take on new assignments; Able to complete assignments independently without constant supervision
• DEVELOP SELF: Able to accurately assess own strengths and development needs; Able to strive to improve those areas identified as needing development; Able to seek opportunity for development through the job, special assignments, training, or external activities
• BE PERSONALLY PRODUCTIVE: Able to use own time efficiently and avoid wasting time; Able to organize work with realistic priorities for self and others; Able to demonstrate stamina to sustain effort over a period of time; Able to set high but realistic standards for self; Able to produce a high volume of work; Able to balance personal and work commitments to maintain "personal best" conditions
• BE PROFESSIONAL: Able to project a positive, professional image with both internal and external business contacts; Able to create a positive first impression; Able to gain respect and trust of others through personal image and demeanor
• DELIVER QUALITY RESULTS: Able to deliver top quality service to all customers (internal and external); Able to ensure all details are covered and adhere to company policies; Able to strive to do things right the first time; Able to meet agreed-upon commitments or advises customer when deadlines are jeopardized; Able to define high standards for quality and evaluate products, services, and own performance against those standards
• BE ANALYTICAL: Able to effectively gather all relevant information; Able to identify key issues; Able to qualitatively and / or quantitatively process data; Able to identify relationships, draw logical conclusions and interpret results for use in decision-making
• BE A QUICK STUDY: Able to quickly learn and apply new information, skills and processes; Able to build on current knowledge and skills; Able to gather information from the appropriate resources to develop and execute plans when entering new situations
• BE INNOVATIVE / CREATIVE: Able to examine the status quo and consistently look for better ways of doing things; Able to recommend changes based on analyzed needs; Able to develop proper solutions and identify opportunities

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.