Executive Assistant

Woodlandsmed; Pensacola (FL); On-site; USD 37,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) matching

Job summary

Woodlandsmed in Pensacola, Florida is seeking an Executive Administrative Assistant to support the CEO and manage daily office operations in an in-office setting. This role requires proactive, discreet, and organized handling of calendars, meetings, and communications.

The position emphasizes collaboration with a small team, strong organizational skills, and professional conduct. Competitive hourly pay and standard in-office hours are offered.

Qualifications

• Proven experience as an administrative assistant, office manager, executive support, or similar role.
• Strong organizational skills with the ability to prioritize multiple tasks efficiently.
• Excellent written and verbal communication skills.
• Professional phone etiquette and interpersonal skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Ability to manage calendars, coordinate meetings, prepare materials, and track follow-up.
• Ability to handle confidential information with discretion and sound judgment.
• Strong attention to detail and accuracy.
• Ability to work independently supporting a small team.
• Professional appearance and demeanor.

Responsibilities

• Manage daily office operations, including front desk coverage, reception, visitor assistance, and multi-line phone systems.
• Provide direct administrative support to the CEO, including calendar management, scheduling, meeting coordination, correspondence, and follow-up tasks.
• Coordinate meetings with elected officials, investors, board members, committee members, community partners, staff, and other stakeholders.
• Manage calendars and schedule through Microsoft Outlook, Teams, Zoom, and related tools.
• Prepare, organize, and distribute board, committee, and meeting materials promptly and professionally.
• Support the submission of public notices and maintain meeting documentation.
• Attend meetings, take accurate minutes, and prepare draft minutes for review.
• Maintain accurate records, files, contact lists, and administrative documents.
• Use Microsoft Office Suite for correspondence, reports, spreadsheets, presentations, and meeting materials.
• Enter and update contacts, companies, projects, activities, and related data in Salesforce CRM.
• Support event planning and logistics for organizational meetings, investor events, outreach activities, and other functions.
• Assist with event setup, food and beverage coordination, materials preparation, registration, and follow-up.
• Maintain office supplies, coordinate ordering, and ensure the office remains organized and professional.
• Perform clerical tasks such as filing, scanning, copying, document preparation, mail handling, and correspondence.
• Respond to inquiries professionally, clearly, and discretely from visitors, callers, vendors, investors, partners, and the public.
• Maintain confidentiality regarding organizational matters and sensitive communications.
• Perform other related duties as assigned.

Skills

Microsoft Office Suite

Calendar management

Communication skills

Discretion

Organizational skills

Tools

Salesforce CRM

Job description

Executive Administrative Assistant

We are seeking a professional, organized, and detail-oriented Executive Administrative Assistant to support the daily operations of the office and provide direct administrative support to the Chief Executive Officer in Pensacola, Florida. This role is crucial for ensuring efficient organizational operations, maintaining a professional image, and facilitating effective communication with stakeholders. The ideal candidate will be proactive, dependable, discreet, and capable of managing multiple priorities in a fast-paced environment. Strong communication skills, attention to detail, confidentiality, and the ability to collaborate effectively with a small team are essential.

Job Responsibilities

• Manage daily office operations, including front desk coverage, reception, visitor assistance, and multi-line phone systems.
• Provide direct administrative support to the CEO, including calendar management, scheduling, meeting coordination, correspondence, and follow-up tasks.
• Coordinate meetings with elected officials, investors, board members, committee members, community partners, staff, and other stakeholders.
• Manage calendars and schedule through Microsoft Outlook, Teams, Zoom, and related tools.
• Prepare, organize, and distribute board, committee, and meeting materials promptly and professionally.
• Support the submission of public notices and maintain meeting documentation.
• Attend meetings, take accurate minutes, and prepare draft minutes for review.
• Maintain accurate records, files, contact lists, and administrative documents.
• Use Microsoft Office Suite for correspondence, reports, spreadsheets, presentations, and meeting materials.
• Enter and update contacts, companies, projects, activities, and related data in Salesforce CRM.
• Support event planning and logistics for organizational meetings, investor events, outreach activities, and other functions.
• Assist with event setup, food and beverage coordination, materials preparation, registration, and follow-up.
• Maintain office supplies, coordinate ordering, and ensure the office remains organized and professional.
• Perform clerical tasks such as filing, scanning, copying, document preparation, mail handling, and correspondence.
• Respond to inquiries professionally, clearly, and discretely from visitors, callers, vendors, investors, partners, and the public.
• Maintain confidentiality regarding organizational matters and sensitive communications.
• Perform other related duties as assigned.

Qualifications

• Proven experience as an administrative assistant, office manager, executive support, or similar role.
• Strong organizational skills with the ability to prioritize multiple tasks efficiently.
• Excellent written and verbal communication skills.
• Professional phone etiquette and interpersonal skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Ability to manage calendars, coordinate meetings, prepare materials, and track follow-up.
• Ability to handle confidential information with discretion and sound judgment.
• Strong attention to detail and accuracy.
• Ability to work independently supporting a small team.
• Professional appearance and demeanor.

Compensation and Benefits

• Pay Rate: $18.00 - $23.00 per hour, based on experienc
• Schedule: 8:00 a.m. to 5:00 p.m., Monday through Friday in-office
• After meeting the qualification requirements, employees are offered through Landrum: Health, Dental, and Vision Insurance and matching 401(k).

Landrum Workforce Solutions does not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, marital status, pregnancy, genetic information or any other characteristic protected by law. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.