Senior Administrative Assistant

Talentify; Tampa (FL); On-site; USD 44,000 - 60,000; Full time

Job summary

Talentify in Tampa seeks an experienced administrative professional to support senior leadership with calendar management, communications, and travel coordination. This role requires handling sensitive information with discretion and maintaining high-quality correspondence across levels of the organization.

The ideal candidate has strong organizational and multitasking abilities, excellent written and verbal communication, and proficiency in Microsoft Office.

Qualifications

• Three years of administrative experience or more.
• Strong ability to organize complex schedules.
• Discretion and good judgment with confidential information.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office.
• Excellent telephone etiquette and ability to manage competing priorities.

Responsibilities

• Maintain complex and detailed calendars.
• Screen incoming calls and determine priority while protecting information.
• Coordinate internal and external meetings and travel.
• Organize all internal and external events, including catering and transportation.
• Process invoices and T&E expense claims following policy.

Skills

Calendar management

Discretion

Interpersonal communication

Microsoft Office

Telephone etiquette

Prioritization

Education

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Job responsibilities

• Maintain complex and detailed calendars
• Screen incoming calls and determine the level of priority, while using caution in dispensing information
• Manage the coordination and logistics of both internal and external meetings
• Arrange and coordinate complicated domestic and international travel
• Organize all aspects of internal and external events, including catering and transportation
• Process invoices and T&E expense claims for team members, ensuring all policies are followed and items are processed within provided guidelines
• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
• Produce high quality emails and messages to individuals at all levels of the organization
• Maintain department documents, including current organizational charts and Executive Bio’s
• Handle regular activities without prompting, and advise in advance with issues or delays
• Assist in editing spreadsheets and presentations, including printing and binding, for client meetings

Required qualifications, capabilities, and skills

• At least three years of administrative experience
• Advanced ability to organize
• Discretion and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Strong proficiency in Microsoft Office
• Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management

Preferred qualifications, capabilities, and skills

• Experience supporting at the Managing Director level (or equivalent) or above
• College degree is a plus

Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid options.