Title: Administrative Assistant
Location: Hybrid, St. Petersburg, FL
Employment Type: Part-time - 20 hours/week
Schedule: M-Th 9am-2pm, Onsite 1 day/week
Position Summary:
The Administrative Assistant provides high-level administrative and operational support to the Chairman/CEO, President/COO, and other senior leaders as assigned. This role manages calendars, communications, contracts, records, and operational administrative processes while serving as a key liaison across departments. The Administrative Assistant also oversees office administration, supports employee engagement and community initiatives, and helps ensure the efficient operation of executive and corporate functions. Success in this role requires exceptional organization, discretion, sound judgment, attention to detail, and the ability to manage multiple priorities independently while collaborating effectively with stakeholders across the organization. This is a part-time role that will report directly to the President/COO.
Responsibilities:
- Coordinate calendars, schedule meetings, resolve scheduling conflicts, and arrange travel, conference registrations, and accommodations for executives and department leaders.
- Monitor designated executive and departmental email inboxes, routinginquiriesand requests toappropriate stakeholders.
- Process and route invoices, expense reports, and purchasing card transactions for approval and payment, ensuringaccuratecoding and supporting documentationfor executives.
- Review and approve employee timecards and PTO requests,maintainingaccuraterecords and calendar updates.
- Coordinateexpense &mileage reimbursement submissions,consolidatingapprovals andforwardingfinalized documentation toresponsible parties.
- Procure office supplies, business materials, and mailroom resources while ensuring proper expense allocation and documentation.
- Support day-to-day administrative operations to ensure efficient departmental workflow.
- Assistin the planning & execution ofemployee recognition and leadership events, including scheduling, communications, and logistical coordination.
- Coordinate employee recognition gestures, including flowers and acknowledgments for significant life events.
- Support executive leadership initiatives and internal engagement activities through administrative coordination and communication
- Serve as or support projectadministrationrelated to community partnerships, initiatives or events includingcoordinating and executing project plans and timelines,facilitatinginternal and external collaboration and participation in post evaluations tooptimizeresults,valueand alignment with business goals.
