Executive Assistant- Corporate Facilities

Power Design, Inc.; Saint Petersburg (FL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive salaries

On-campus amenities

Medical/dental/vision insurance

401k with company match

Paid time off

Job summary

Power Design, Inc. is seeking an organized Executive Assistant to provide direct, executive-level support to the Vice President of Corporate Properties & Facilities. This role partners with all levels to manage day-to-day operations at our Florida headquarters.

You will handle the VP's calendar and travel, attend meetings, take notes, and follow up on action items. Responsibilities include preparing correspondence, reports, and presentations, plus coordinating vendor contracts and budgets.

Qualifications

• 3+ years of executive administrative or office management support to senior staff.
• Proficiency in Microsoft Office, Outlook, Excel, and PowerPoint.
• Experience with confidential information and high discretion.

Responsibilities

• Provide executive-level support to the VP of Corporate Properties & Facilities.
• Manage calendar, travel, meetings, notes/minutes, and action item follow-up.
• Prepare correspondence, purchase orders, and monthly expense reports.
• Coordinate vendor contracts, bid summaries, and budget/variance reviews.
• Plan and coordinate property management events and special projects.
• Maintain filing systems and assist with reporting, presentations, and analysis.

Skills

Calendar management

Communication

Attention to detail

Discretion/confidentiality

Multitasking

Education

Associate's or Bachelor's degree

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Adobe Acrobat/Bluebeam

Job description

About the PositionAre 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 ResponsibilitiesProvide 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 For3 or more years of related executive administrative assistant or office manager experience, supporting senior management or executive-level staffAssociate's or bachelor's degree requiredTechnical proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat/Bluebeam, internet navigation/research, and strong typing skillsExperience 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 resultsExtremely professional and poised, exercising independent judgment and discretion while maintaining a high level of confidentialityDetail-oriented, extremely organized, and able to multitask in a high-volume, fast-paced environment with strict, changing deadlinesProven ability to manage multiple, fast-moving priorities and adapt to change with a sense of urgencyAbility to work with little supervision: meet deadlines, prioritize assignments, provide recommendations, and effectively communicate updatesDemonstrated self-motivator, proactive in managing long-term projects and assignments in balance with daily tasksProven teamwork orientation and skillsStrong verbal, written, communication, and organizational skillsAbility to accurately proofread and editFlexible schedule with the ability to work outside core business hours (occasionally on short notice, and on a limited basis) as neededDemonstrate and uphold Power Design's core values, which include integrity, accountability, teamwork, innovation, and growthBenefits and PerksCompetitive salaries offeredCutting-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 campusExciting, award-winning workplace culture focused on employee appreciation, recognition, and funComprehensive medical, dental, vision, life insurance, and Flexible Spending Accounts (FSA) options offeredShort and long-term disability plans401k with company matching availablePaid time off and company holidays providedDiscounts to a variety of services, mental and physical wellness resources, free Care.com memberships, and other perks given to all Power Design team members#LI-CR1At 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