Executive Assistant

Gilder Search Group; Tampa (FL); Hybrid; USD 72,000 - 88,000; Full time

Job summary

Gilder Search Group seeks an Executive Assistant for downtown Tampa with hybrid work options. You will support the Chief of Staff, President, CEO and executive team with high-level administrative tasks in a fast-paced environment.

The role requires a Bachelor’s or Associate’s degree, 4+ years of executive support, and 8+ years of administrative experience, plus MS Office proficiency (Excel/PowerPoint). Strong communication, discretion, and proactive problem-solving are essential.

Qualifications

• Bachelor’s or Associate’s Degree or equivalent.
• 4+ years of high level executive support.
• 8+ years of administrative support.
• MS Office proficiency including Excel and PowerPoint.
• Strong written and verbal communication.
• Proactive in predicting needs.
• Maintain a heavy, complex calendar with discretion.

Responsibilities

• Provide high-level administrative support to the Executive Management Team, managing calendars, priorities, and confidential communications.
• Coordinate domestic and international travel, meetings, and Board interactions, including venue selection and budgeting.
• Prepare and distribute executive materials, agendas, minutes, and correspondence with confidentiality.
• Serve as primary contact for executive office operations and office logistics.
• Plan and execute executive and Board meetings, coordinating facilities and technology.
• Support special projects by reconciling expenses and coordinating with stakeholders.
• Build relationships across the organization, anticipating needs and delivering professional service.

Skills

Executive support

Calendar management

Communication skills

Proactivity

Confidentiality

Administrative support

Education

Bachelor’s or Associate’s Degree

Tools

MS Office

Excel

PowerPoint

Outlook

Job description

#IND123

JOB ID: 23596 - Executive Assistant

Location: Must be local to downtown Tampa, FL- Hybrid

Pay: $80,000 per year ($38 hr)

Type: Contract to hire

Schedule: Monday- Friday (8:00 am to 5:00 pm)

Supporting: Chief of Staff, President, CEO +Executive Management Team

Job description:

1. Provide high-level administrative support to the Executive Management Team (5 C-suite executives), managing complex calendars, scheduling priorities, and confidential communications in a fast-paced environment.
2. Coordinate domestic and international travel, executive meetings, Board interactions, and off-site events, including venue selection, vendor management, catering, budgeting, and travel itineraries.
3. Prepare, proofread, and distribute executive correspondence, presentations, agendas, meeting materials, minutes, and other business documents while maintaining strict confidentiality.
4. Serve as the primary point of contact for executive office operations by managing incoming calls, correspondence, contacts, conference room logistics, and day-to-day administrative functions.
5. Plan and execute executive and Board meetings by organizing schedules, coordinating vendors and facilities, arranging technology and meeting spaces, and ensuring seamless event execution.
6. Support special projects and operational initiatives by reconciling expenses, maintaining records, coordinating with internal and external stakeholders, and following through on assigned deliverables.
7. Build strong relationships across the organization while anticipating executive needs, exercising sound judgment, and delivering exceptional service with professionalism and discretion.

Nice to have:

• Coordinate domestic and international travel itineraries
• Must demonstrate a functional knowledge of the Bank Secrecy Act in addition to other Federal laws, including but not limited to U.S. Patriot Act, Office of Foreign Assets & Control, Anti-Money Laundering, Right to Financial Privacy Act, and the Bank Bribery Act.

Requirements:

• Bachelor’s or Associate’s Degree or equivalent
• Must have 4+ years of high level executive support
• Must have 8+ years of administrative support
• Must be MS Office proficient including Excel and PowerPoint
• Must have strong communication skills (written and verbal)
• Must be proactive to predict needs
• Maintain a heavy, complex calendar, in a fast-paced environment
• High level of confidentiality
• High school diploma or equivalent
• Background check required
• Drug screening required