Executive Admin Assistant

Staffing Resource Group, Inc; Saint Petersburg (FL); On-site; USD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a highly organized Executive Admin Assistant to support their dynamic team. This role involves managing complex schedules, coordinating travel logistics, and ensuring seamless communication within the organization. With a focus on confidentiality and professionalism, you will play a crucial role in maintaining the efficiency of executive operations. If you thrive in a fast-paced environment and possess strong skills in Microsoft Office, this opportunity offers a chance to contribute to a leading provider in the pharmaceutical industry. Join a team where your expertise will make a significant impact.

Qualifications

• 8+ years of experience as an Executive Admin Assistant.
• Strong computer skills, especially in MS Office applications.

Responsibilities

• Manage executive calendars and schedule meetings with flexibility.
• Coordinate domestic and international travel logistics.
• Prepare presentations and confidential departmental reports.

Skills

Microsoft Outlook

MS Office (PowerPoint, Word, Excel)

Calendar Management

Confidentiality and Tact

Education

High School Diploma

College Degree

Tools

Concur Expense Management System

Job description

Posted: 05/02/2025 Employment Type: Contract Division: Life Sciences Job Number: JN -052025-20404 State: Florida

Job Description

Executive Admin Assistant
SRG4 offers flexible staffing solutions with a national presence. We provide contract, contract-to-hire, direct hire and executive search services. SRG utilizes an innovative approach to identify and qualify talent that is unique to the Staffing industry, featuring a cutting-edge platform that allows us to rapidly and precisely match professionals to client requirements. We have a proprietary database of over one million candidates and maintain continuous contact with our qualified talent.

• Location: St. Petersburg, FL (on-site 100%)
• Industry: Pharmaceutical
• Hours: Monday-Friday, 8am-5pm
• Salary: Up to $40/hr.
• Employment Type: Up to a three-month contract, but could extend

Client Overview:
Our client is a leading provider of advanced technologies and outsourced services for the pharmaceutical, biotechnology and consumer health industry. They develop, manufacture and package pharmaceutical and other products for customers in nearly 100 countries. Among its core offerings, develops and manufactures oral and sterile pharmaceuticals in nearly all major dosage forms, and offers proprietary technologies used in many well-known prescriptions and over-the-counter products. They are one of the largest contract packager of pharmaceuticals.
Responsibilities:

• 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.

Requirements:

• Education or Equivalent: (Minimum required to perform the job). High school diploma or equivalent required; college degree preferred
• Executive Admin 8+ years of experience
• Strong computer skills using Microsoft Outlook and MS Office PowerPoint, Word and Excel (intermediate/advanced experience)
• Pharma or related industry experience a plus

EOE/ADA
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For more than 30 years, SRG4 has worked with clients inFortune 100 corporations, as well as emerging and rapid growthcompanies, located throughout the United States and globally.