Executive Assistant

Job Title: Executive Assistant – Hiring FAST!
Industry: Agriculture/Industrial
Location: Tampa, FL
Pay Rate: $35/HR on W2 Only – NO C2C
Setting: Hybrid Required (Remote is NOT an Option)
Duration: 6+ months
Job ID: 247364

Required Qualifications:

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• 5+ years of Executive support experience.
• Experience supporting C-suite, vice president, or senior leadership teams.
• Experience managing complex calendars, travel coordination, and expense reporting.
• Experience coordinating executive meetings, town halls, leadership events, or corporate functions.
• Experience planning large employee events, town halls, leadership summits, or offsite meetings.
• Knowledge of expense management, invoice processing, and procurement processes.
• Exceptional organizational skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Ability to manage multiple priorities while meeting deadlines in a fast-paced environment.
• Demonstrated ability to handle confidential information with discretion and professionalism.

Desired Qualifications:

• Experience within Information Technology or a corporate executive office environment.
• Experience working in a matrixed, global organization.

Responsibilities:

• Executive & Leadership Support
  
  • Manage complex calendars, meetings, and scheduling for senior IT leaders
  • Anticipate scheduling conflicts, proactively identify solutions, and adjust priorities as business needs evolve.
  • Coordinate domestic and international travel arrangements, including itineraries, accommodations, and logistics.
  • Prepare and process expense reports, invoices, purchase requests, and other administrative documentation in a timely and accurate manner.
  • Manage confidential and sensitive information with the highest level of professionalism and discretion.
• Meeting & Event Coordination
  
  • Plan and coordinate executive leadership meetings, staff meetings, town halls, all-hands meetings, leadership offsites, and strategic workshops.
  • Manage meeting logistics including agendas, room reservations, technology requirements, catering, visitor coordination, and presentation materials.
  • Serve as a liaison between executives, IT leadership, and business stakeholders to support alignment and communication.
• Communications & Coordination
  
  • Draft, edit, and distribute professional communications, meeting materials, leadership announcements, and executive correspondence.
  • Coordinate leadership presentations, ensuring materials are complete, accurate, and ready for executive review.
  • Maintain organizational calendars for recurring leadership events and business reviews.
  • Support internal communication efforts related to organizational updates, leadership meetings, and employee engagement activities.
• Office & Operational Support
  
  • Coordinate onboarding, office logistics, visitor arrangements, and team activities for IT leadership.
  • Organize and maintain electronic records, meeting documentation, and leadership resources.
• Strategic Partnership
  
  • Anticipate leadership needs and proactively address issues before they arise.
  • Identify opportunities to improve administrative processes, meeting effectiveness, and leadership team operations.
  • Act as a trusted partner to senior leaders by demonstrating sound judgment, professionalism, and a service-oriented mindset.
  • Support special projects and strategic initiatives on behalf of the CIO Office.