On-Site Executive Assistant to Operations Director

Lotane & Associates P A; Florida; On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical Insurance

401(k) Retirement Plan

Paid Time Off (PTO)

Paid Holidays

Employee Assistance Program (EAP)

Employee Discount Programs

Job summary

Lotane & Associates P A in Cocoa, FL is seeking an Executive Administrative Assistant to support the Director of Operations and help run daily operations. The role requires outstanding communication, confidentiality, and the ability to manage multiple priorities with precision.

You will handle calendars, travel, meeting preparation, notes, and correspondence while coordinating with leadership and stakeholders across the organization. This is a full-time, on-site position at our Cocoa office.

Qualifications

• High school diploma or GED required; associate degree preferred.
• Experience as Administrative Assistant or in a similar position.
• Proven experience supporting C‑Suite level leadership.
• Excellent written and verbal communication; able to handle confidential information.

Responsibilities

• Manage and maintain DOO calendars, scheduling and coordinating meetings, conference calls, and appointments.
• Coordinate and arrange travel and accommodation for DOO and other leaders, including flights, hotels, and transportation.
• Coordinate and organize meetings, including preparing materials, taking notes, and distributing minutes.
• Follow the Director of Operations’ instructions, clarify expectations, and complete tasks within deadlines.
• Act as a liaison between the executive team and internal/external stakeholders.
• Prepare emails, memos, reports, presentations, and other correspondences with accuracy and timeliness.
• Handle incoming/outgoing communications, including phone, email, and mail; maintain confidentiality.
• Conduct research and provide support on various projects and initiatives.
• Coordinate and manage special projects and events (conferences, client meetings, team-building, community engagements).
• Purchase, organize and manage office supplies and facility needs; monitor stock and approve purchases.
• Market research to identify vendors, negotiate contracts and pricing.
• Create and maintain filing systems; retrieve documents easily.
• Prepare monthly expense reports and maintain receipts.
• Coordinate weekly All Hands meetings and prepare agendas.
• Maintain Monday.com administrative tasks.

Skills

Communication

Administrative support

Organizational skills

Attention to detail

Time management

Confidentiality

Independent work

Stakeholder liaison

Education

High school diploma or 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 support the Director of Operations and help run daily operations. The role requires outstanding communication, confidentiality, and the ability to manage multiple priorities with precision.

You will handle calendars, travel, meeting preparation, notes, and correspondence while coordinating with leadership and stakeholders across the organization. This is a full-time, on-site position at our Cocoa office.