Executive Assistant to Director of Operations

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

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.