Executive Assistant- Corporate Facilities

powerdesigninc; Saint Petersburg (FL); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Competitive salary

401k with company matching

Paid time off

Medical, dental, vision

Job summary

Power Design is seeking an organized Executive Assistant to provide high-level support to the Vice President of Corporate Properties & Facilities. The role involves managing calendars, coordinating meetings, and handling confidential information with discretion.

The ideal candidate will have 3+ years of executive-support experience, strong Microsoft Office skills, and the ability to juggle multiple tasks in a fast-paced environment while maintaining professionalism and confidentiality.

Qualifications

• 3+ years of executive administrative or office manager experience supporting senior management
• Associate's or bachelor's degree required
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat/Bluebeam
• Experience with internet-based work order software preferred (e.g., Angus Anywhere, Workspeed)
• Excellent interpersonal and communication skills with a high level of professionalism and confidentiality
• Detail-oriented, highly organized, and able to multitask in a fast-paced environment

Responsibilities

• Provide executive-level administrative support to the Vice President
• Prioritize and manage communications across departments
• Coordinate the Vice President's calendar and travel arrangements
• Attend meetings, take notes, and track action items
• Assist with special projects, reports, and presentations
• Maintain filing systems and prepare correspondence and budget documents
• Prepare monthly expense reports and time coding as required
• Schedule meetings, reserve conference rooms, and coordinate interviews
• Support vendor contracts, bid summaries, and property inspections

Skills

Executive support

Calendar management

Communication

Confidentiality

Organizational skills

Multitasking

Professional demeanor

Education

Associate's or Bachelor's degree

Tools

Microsoft Office

Adobe Acrobat/Bluebeam

Outlook

Angus Anywhere/Workspeed

Job description

About the Position

Are you a well-organized, passionate people person with an interest in making an impact on your organization? This Executive Assistant position might be a great fit for you. We're looking for a candidate with a proven track record to provide direct, executive-level support to the Vice President of Corporate Properties & Facilities. This critical role interacts with all levels of staff and helps the Property and Facilities teams oversee the day-to-day operations of our corporate headquarters, working directly with the Vice President to organize, plan, and execute goals. The Executive Assistant works both independently and collaboratively, helping drive our company culture and ensure departmental organization and success.

Position Responsibilities

• Provide executive-level administrative support to the Vice President across all aspects of day-to-day operations, as needed or requested.
• Prioritize and facilitate communication within and across departments.
• Manage and coordinate the Vice President's calendar through Microsoft Outlook, including travel arrangements, departmental meetings, and events.
• Attend meetings, take notes/meeting minutes, and follow up with team members on assigned action items as needed.
• Help complete company and executive initiatives.
• Coordinate and assist with special projects as needed, including research, documentation, reporting, presentations, and analysis.
• Maintain a sense of ownership and involvement in projects to help manage and reach departmental goals.
• Manage heavy incoming and outgoing e-mail traffic, using discretion and sound judgment with confidential information.
• Support the property team by assisting in scheduling meetings/interviews, reserving conference rooms, and coordinating and confirming meetings/interviews.
• Vendor contract administration, bid summaries, and budget/variance report review.
• Periodic property inspections and vendor walks.
• Create and maintain a filing and organizing system for Property Management documents.
• Accurately prepare correspondence, purchase orders, and other documents.
• Prepare and maintain summary Excel spreadsheets.
• Prepare monthly expense reports for the Vice President, Property Manager, and other team members (as required).
• Time coding for the Vice President, Property Manager, and other staff as needed.
• Plan and coordinate property management events.
• Manage, update, and close out work orders as needed.
• Run errands as needed or requested.
• Provide backup support as needed or requested.
• Other tasks and assignments as needed or requested.

Here's What We're Looking For

• 3 or more years of related executive administrative assistant or office manager experience, supporting senior management or executive-level staff
• Associate's or bachelor's degree required
• Technical proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat/Bluebeam, internet navigation/research, and strong typing skills
• Experience with internet-based work order software preferred (i.e., Angus Anywhere, Workspeed, etc.)
• Excellent interpersonal skills, with the ability to communicate with all levels of management and deliver professional, helpful, high-quality customer service that achieves desired, expressed, and unarticulated optimal results
• Extremely professional and poised, exercising independent judgment and discretion while maintaining a high level of confidentiality
• Detail-oriented, extremely organized, and able to multitask in a high-volume, fast-paced environment with strict, changing deadlines
• Proven ability to manage multiple, fast-moving priorities and adapt to change with a sense of urgency
• Ability to work with little supervision: meet deadlines, prioritize assignments, provide recommendations, and effectively communicate updates
• Demonstrated self-motivator, proactive in managing long-term projects and assignments in balance with daily tasks
• Proven teamwork orientation and skills
• Strong verbal, written, communication, and organizational skills
• Ability to accurately proofread and edit
• Flexible schedule with the ability to work outside core business hours (occasionally on short notice, and on a limited basis) as needed
• Demonstrate and uphold Power Design's core values, which include integrity, accountability, teamwork, innovation, and growth

Benefits and Perks

• Competitive salaries offered
• Cutting-edge headquarters with an on-campus café, fitness center, game room with golf simulator, electric scooters, lake with running path, training facility, and tobacco-free campus
• Exciting, award-winning workplace culture focused on employee appreciation, recognition, and fun
• Comprehensive medical, dental, vision, life insurance, and Flexible Spending Accounts (FSA) options offered
• Short and long-term disability plans
• 401k with company matching available
• Paid time off and company holidays provided
• Discounts to a variety of services, mental and physical wellness resources, free Care.com memberships, and other perks given to all Power Design team members

At Power Design, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. Power Design believes that diversity and inclusion among our teammates is paramount to our success as a national company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool nationwide