Executive Assistant to Senior Leadership

Ultimate Staffing; Tampa (FL); On-site; USD 52,000 - 65,000; Full time

Job summary

Ultimate Staffing Services is seeking a detail-oriented Senior Administrative Assistant to support senior management and ensure smooth office operations in a fast-paced environment.

The role involves managing calendars, scheduling meetings, coordinating travel, preparing reports, and serving as the IT liaison for meetings and vendor interactions. A solid administrative background is essential.

Qualifications

• Associate’s degree and five (5) years of progressively responsible experience in an administrative secretarial role, or seven (7) years of progressively responsible experience in an administrative secretarial role.

Responsibilities

• Manage daily office operations and support staff across departments.
• Greet and assist leaders, Board members, visitors; route calls and prioritize senior manager communications.
• Plan and coordinate senior managers' appointments, meetings, and conferences, including logistics.
• Schedule and organize activities for senior managers.
• Manage calendars, messages, and travel for senior managers.
• Prepare documents, travel/expense reports, and other business-related forms.
• Track time-sensitive meetings and events; ensure timely completion.
• Distribute meeting packets and ensure documents meet standards.
• Prepare spreadsheets, presentations, and budget reports; develop department templates.
• Manage office supplies; liaison for IT and vendor interactions.
• Respond to staff queries; schedule maintenance and repair of office equipment and furniture.
• Assist with special programs/projects.
• Perform moderate math calculations and interact with staff and public.
• Establish and maintain records and filing systems; work independently.

Education

Associate’s degree in business administration/marketing/communications

Job description

Ultimate Staffing Services is seeking a detail-oriented Senior Administrative Assistant to support senior management and ensure smooth office operations in a fast-paced environment.

The role involves managing calendars, scheduling meetings, coordinating travel, preparing reports, and serving as the IT liaison for meetings and vendor interactions. A solid administrative background is essential.