Executive Assistant

Lotane & Associates, P.A.; Florida; On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical Insurance

Vision and Dental Insurance

AFLAC Supplemental Plans

Life Insurance

401(k) Retirement Plan

Paid Time Off (PTO)

Paid Holidays

Volunteer Time Program

Employee Assistance Program (EAP)

Employee Discount Programs

Job summary

Lotane & Associates, P.A. in Cocoa, FL, is seeking an Executive Administrative Assistant to provide comprehensive support to the Director of Operations and help ensure smooth organizational operations.

The ideal candidate will have strong communication skills, high-level administrative experience, meticulous organization, and the ability to prioritize tasks effectively in a fast-paced environment.

Qualifications

• High school diploma or GED required; Associate's degree or administrative training preferred.
• Previous experience as an Administrative Assistant or similar role.
• Proven experience supporting C-Suite or leadership.
• Ability to work independently and collaborate with colleagues at all levels.
• Professionalism, integrity, and the ability to maintain strict confidentiality.
• Excellent organizational and time management skills with the ability to multitask.
• Strong attention to detail and problem-solving skills.
• Exceptional written and verbal communication skills and the ability to follow instructions.
• Sound purchasing judgment and budgeting abilities.
• Strong event coordination skills.
• Familiarity with standard office equipment and technology.
• Excellent computer skills with Microsoft Word, Outlook, and PowerPoint.
• Highly organized with strong time management and prioritization.

Responsibilities

• Manage and maintain DOO calendars, scheduling and coordinating meetings, conference calls, and appointments.
• Coordinate and arrange travel and accommodation for DOO and leadership team, including flights, hotels and transportation.
• Coordinate and organize meetings, prepare materials, take notes, and distribute minutes.
• Follow the Director of Operations’ instructions accurately and complete tasks within deadlines.
• Act as liaison between executive team and internal/external stakeholders.
• Assist in preparing emails, memos, reports, presentations and other correspondences.
• Handle incoming/outgoing communications (phone, email, mail).
• Maintain confidentiality and handle sensitive information with discretion.
• Conduct research and provide support for various projects.
• Coordinate and execute special projects and events (conferences, client meetings, team events).
• Purchase, organize and manage office supplies, equipment, and facility needs; monitor inventory.
• Market research to identify vendors, evaluate capabilities, negotiate contracts/pricing.
• Create and maintain filing systems (physical and digital).
• Prepare monthly expense reports and maintain receipts.
• Coordinate and assist with weekly All Hands meetings; prepare agenda/documents.
• Maintain tasks via Monday.com.
• Other duties as assigned.

Skills

Calendar management

Travel coordination

Executive support

Communication

Confidentiality

MS Office

Education

High school diploma / GED

Associate's degree or admin training

Tools

Microsoft Word

Outlook

PowerPoint

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant

Cocoa, FL, US

Organize the details. Bring events to life. Keep leadership moving.

Position Overview

As the Executive Administrative Assistant, you will provide comprehensive administrative support to the Director of Operations and would contribute to the smooth operations of our organization. The ideal candidate will possess excellent communication skills, experience providing high level administrative support, organized, strong attention to detail, and the ability to prioritize tasks effectively.

Responsibilities

• Manage and maintain DOO calendars, scheduling and coordinating meetings, conference calls, and appointments
• Coordinate and arrange travel and accommodation for DOO and other members of the leadership team, including booking flights, hotels, and transportation
• Coordinate and organize meetings, including preparing materials, taking notes, and distributing meeting minutes.
• Follow the Director of Operations’ instructions accurately, clarify expectations when needed, and complete assigned tasks within established deadlines.
• Act as a liaison between the executive team and internal and external stakeholders, including clients, partners, and vendors.
• Assist in preparing emails, memos, reports, presentations, and other correspondences, ensuring accuracy and timely delivery
• Handle incoming and outgoing communications, including phone calls, emails, and mail
• Maintain confidentiality and handle sensitive information with discretion and professionalism
• Conduct research and provide support in various projects and initiatives as assigned
• Coordinate, manage and execute special projects and events, such as conferences, client meetings, team-building activities, community engagements and E-Team events internally and externally
• Purchase, organize and manage office supplies, equipment, event materials, and facility needs. Monitor supply levels, anticipate replenishment needs, and obtain approval for purchases outside established guidelines or when instructions are unclear.
• Conduct market research to identify new vendors, evaluate their capabilities, negotiate contracts and pricing agreements
• Create and maintain effective filing systems, both physical and digital, to ensure easy retrieval of documents
• Prepare monthly expense reports and maintain receipts and documents for purchases
• Coordinate and assist with weekly All Hands meetings in addition to preparing agenda and documents to distribute
• Maintain and update administrative tasks via Monday.com
• Other duties as assigned

Qualifications

• High school diploma/GED required, Associate’s degree or administrative training is preferred
• Previous experience as an Administrative Assistant or in a similar position
• Proven experience as an executive administrative assistant or in a similar role supporting C-Suite Level Leadership
• Ability to work independently and collaborate effectively with colleagues at all levels
• Professionalism, integrity, and the ability to maintain strict confidentiality
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively
• Strong attention to detail and problem-solving skills
• Exceptional written and verbal communication skills. Ability to understand and follow verbal and written instructions, apply feedback, and ask appropriate questions to ensure assignments are completed correctly.
• Sound purchasing judgment, including the ability to compare prices, identify necessary supplies, follow purchasing instructions, and work within approved budgets.
• Strong event coordination skills, with the ability to organize logistics, manage details, and follow through from planning to completion.
• Familiarity with standard office equipment such as computers, tablets, phone, printers and fax machines
• Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint
• Highly organized with excellent time management skills and the ability to prioritize projects

This position is full-time, working Monday through Friday, 8a-5pm. at our firm in Cocoa, FL. The work environment is fun, friendly and positive with a diverse pool of employees. This position is not a remote position.

Compensation Overview:

This is a salary, exempt position. Pay is on a bi-weekly cycle. Compensation is based on experience and skillset.

Benefits Overview:

We offer a range of benefits to support the well-being and financial security of our employees, including:

• Medical Insurance – Employer/employee shared cost coverage to help meet your healthcare needs.
• Employee-Paid Vision and Dental Insurance – Affordable options to support your oral and eye health.
• Employee-Paid AFLAC Supplemental Plans – Additional coverage for accidents, short-term disability, and other needs.
• Employer-Paid Life Insurance – $20,000 life insurance policy provided at no cost to the employee.
• 401(k) Retirement Plan – Company match of up to 5% after one year of employment.
• Paid Time Off (PTO) – Generous PTO to support work-life balance.
• Paid Holidays – Enjoy 9 paid holidays annually.
• Volunteer Time Program – Earn additional PTO by giving back to your community.
• Employee Assistance Program (EAP) – Confidential counseling and support services for personal or work-related issues.
• Employee Discount Programs – Access to exclusive savings on products and services through our employee discount network.