Executive assistant jobs in Wesley Chapel, FL

Nusens USA is a niche construction company dedicated to providing specialized containment system services coast-to-coast. We are not a sub-contractor - we self-perform all of our services. We are searching for a dedicated and detail-oriented Administrative Assistant / Bookkeeper to join our team full-time. This role requires a strong foundation in administrative work, as well as practical experience in accounting and finance. This is a full-time in-office position. Nusens is truly a dynamic work place which requires self-motivated people. The ideal candidate is flexible, proactive, and has a passion for keeping things organized and running smoothly. If you are someone who thrives in a dynamic environment and enjoys wearing multiple hats, we'd love to hear from you. Your Role: Answer incoming calls, take messages, and greet visitors and clients Maintain office organization, supplies, and equipment to ensure day-to-day functionality Order office and kitchen supplies, keeping tabs on inventory and keeping everything well-stocked Handle accounts payable and accounts receivable Record daily financial transactions and assist with bookkeeping tasks Generate invoices, credit memos, and other accounting documents Assist with documentation, data entry, and internal reporting Support the team with various administrative tasks and projects as needed Qualifications: Minimum of 3 years of relevant experience (required) Proficient in QuickBooks (required) Solid working knowledge of Microsoft 365 (Word, Excel, Outlook, Teams, etc.) Strong multitasking and time management skills Demonstrated ability to work independently and prioritize effectively Excellent written and verbal communication skills Strong attention to detail and high level of accuracy Positive attitude and team-oriented mindset Professional phone etiquette and client service experience Valid driver's license (required) Spanish language skills are a plus We Offer A collaborative and supportive team environment Competitive salary based on experience Opportunities to grow and expand your role over time

Reporting to the CFO, the Executive Assistant position is a high visibility position that is responsible for assisting in day-to-day administrative functions as well as supporting the Directors reporting to the CFO as needed. This position requires attention to detail, exceptional organizational skills, discretion and confidentiality, resourcefulness, efficiency, and the ability to interact with internal and external business partners in a professional manner. Key characteristics of the role include administrative operations, annual filings, and project management. EDUCATION AND QUALIFICATIONS: Must possess an Associate Degree, Bachelor's degree preferred. Proficient in Microsoft Word, Excel, Outlook, and PowerPoint. Minimum of 3 years work experience with administrative experience supporting an executive. Highly organized and detail oriented to support the many deadlines and organizational requirements. Excellent written and verbal communication skills. Ability to function independently and effectively in a self-directed environment. ESSENTIAL JOB RESPONSIBILITIES: Provides administrative support to the CFO and associated business departments. Coordinates scheduling, collateral, communication and logistics on behalf of the CFO. Assists with information gathering, preparation and submission of annual filings to ensure the organization meets timely and accurate filing requirements and deadlines. (Including corporate insurance, licensing and regulatory credentialing.) Maintain the organization of corporate files as they pertain to the CFO and Finance Department. Maintains the organization of key corporate information and files, electronically and paper copy as appropriate, for areas such as banking, insurance, credentialing, county, and state filings. Acts as a liaison with corporate business partners such as banking, insurance, federal and regulatory. Assists in organizing the monthly financial close timeline and preparing financial portfolios and binders. Receives and processes mail for all CFO departments to ensure correspondence is identified and distributed correctly and timely. All receipt of payments will be electronically logged and then distributed according to internal control procedure. Creates and provides administrative collateral for job descriptions, policies, presentations, and templates for all areas under the CFO responsibility. Assists in the coordination of activities and information related to organizational requests for proposal, new business accounts and building community partnerships. Collaborates and assists in managing the CFO's presentations and associated travel. Completes research and analysis; prepares information at the request of the CFO. Completes payment requisitions and credit card expense reports in accordance with corporate guidelines. Attends various meetings, takes minutes, transcribes, and distributes as assigned. Creates general correspondence for the CFO as requested, to include letters, memorandums, emails, charts, tables, graphs, power points, forms, business plans, process flows, etc.

Reporting to the CFO, the Executive Assistant position is a high visibility position that is responsible for assisting in day-to-day administrative functions as well as supporting the Directors reporting to the CFO as needed. This position requires attention to detail, exceptional organizational skills, discretion and confidentiality, resourcefulness, efficiency, and the ability to interact with internal and external business partners in a professional manner. Key characteristics of the role include administrative operations, annual filings, and project management. EDUCATION AND QUALIFICATIONS: Must possess an Associate Degree, Bachelor's degree preferred. Proficient in Microsoft Word, Excel, Outlook, and PowerPoint. Minimum of 3 years work experience with administrative experience supporting an executive. Highly organized and detail oriented to support the many deadlines and organizational requirements. Excellent written and verbal communication skills. Ability to function independently and effectively in a self-directed environment. ESSENTIAL JOB RESPONSIBILITIES: Provides administrative support to the CFO and associated business departments. Coordinates scheduling, collateral, communication and logistics on behalf of the CFO. Assists with information gathering, preparation and submission of annual filings to ensure the organization meets timely and accurate filing requirements and deadlines. (Including corporate insurance, licensing and regulatory credentialing.) Maintain the organization of corporate files as they pertain to the CFO and Finance Department. Maintains the organization of key corporate information and files, electronically and paper copy as appropriate, for areas such as banking, insurance, credentialing, county, and state filings. Acts as a liaison with corporate business partners such as banking, insurance, federal and regulatory. Assists in organizing the monthly financial close timeline and preparing financial portfolios and binders. Receives and processes mail for all CFO departments to ensure correspondence is identified and distributed correctly and timely. All receipt of payments will be electronically logged and then distributed according to internal control procedure. Creates and provides administrative collateral for job descriptions, policies, presentations, and templates for all areas under the CFO responsibility. Assists in the coordination of activities and information related to organizational requests for proposal, new business accounts and building community partnerships. Collaborates and assists in managing the CFO's presentations and associated travel. Completes research and analysis; prepares information at the request of the CFO. Completes payment requisitions and credit card expense reports in accordance with corporate guidelines. Attends various meetings, takes minutes, transcribes, and distributes as assigned. Creates general correspondence for the CFO as requested, to include letters, memorandums, emails, charts, tables, graphs, power points, forms, business plans, process flows, etc.

Mission: The Executive Assistant (EA)provides administrative support to multiple key executives as well as event planning and operations support, as needed, for the office. This role keeps the executive on their "A" game so that they are ready and organized for the day/week/month ahead. This includes planning travel, managing contacts and schedules, supporting events that help drive business or support the series, and managing expenses. In this role the EA will act independently to execute activities and initiatives on behalf of the executives with minimal guidance. Key Outcomes: * The executive is ready take the trip, go to the meeting feeling organized with the right information, communications and details handled. * The event goes off without a hitch and the smallest of details have been managed. * The executive feels supported and taken care of at a moment's notice. * You have anticipated the needs and stayed in rhythms with the executive. Key Responsibilities: * Coordinate executive communications, including taking calls, responding to emails and interfacing with clients. * Coordinate domestic and international travel * Prepare internal and external corporate documents for team members and industry partners. * Manage contacts and schedule internal and external appointments and conference calls. * Prepare and submit expense report-related activities, such as receipt collection and follow up, and corporate credit card billing reconciliation. * Coordinate events such as charity events, client/prospect outings and fund-raising events including contract negotiation and budget management * Maintain an organized filing system of hard copy and electronic documents. * Assist with prospect and client management in salesforce. * Assist with commission reconciliation for book of business. * Uphold a strict level of confidentiality and careful handling of critically sensitive documents. * Develop and sustain a level of professionalism among staff and clientele. * Provides backup assistance and support to the Office Operations team including periodic coverage for receptionist/front desk. * Other duties as assigned

Performs skilled and confidential administrative and secretarial services for the Executive Director, Board of Directors, other Directors, and administrative staff. ESSENTIAL FUNCTIONS: This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent. Provides administrative support to the Executive Director - including all correspondence, routing information, keeping files, answering voice mail, opening & sorting mail, and maintaining Executive Director's phone contacts. Provides administrative support to the Board of Directors- including scheduling meetings, preparing agenda packets, typing minutes, and maintaining all files/records. Coordinates food and beverage needs for meetings. Provides administrative support to other agency directors and managers, as needed. Responsible for coordination of all staff travel arrangements, including registrations, hotel & airline reservations, check requests to business office and dissemination of information to attendees of professional training and other conferences. Responsible for preparation of the monthly administrative calendar and for keeping Executive Director's calendar. Maintains agency contract files in accordance with agency standards. Opens and distributes all incoming mail on a day-to-day basis - agency wide Assists with processing all outgoing mail agency wide. Provides secondary relief to Receptionist, as requested. Maintains agency mailing list database. Maintains agency administrative files. Knowledge of agency policies, regulations, procedures, both programmatic and administrative. Maintains a high level of confidentiality for matters pertaining to all discussions and aspects related to the agency and personnel. Coordinates with Executive Director regarding all issues with Agency Events, including updating mailing list, working with Executive Director on location of event, preparing and mailing all correspondence, communication with caterer regarding menu selection, including all other issues regarding event. Attendance at all Board meetings which may be an after-hours requirement. Ensure all board members attend required JWB trainings. Provide all Board Meeting summaries to accounting for auditing purposes. Responsible for bi-weekly management meeting, scheduling, and meeting summary. Responsible for renewing all agency community partner licensures and immediately reports any agency changes to those partners. Addresses agency “.info” emails and/or communicates need to appropriate department/program for resolution. Prints out and distributes all informational agency brochures. Works with media department assure all department business cards are ordered and distributed. Other duties and specific projects as assigned. Required Skills/Abilities : Ability to use Internet for research for Executive Director's needs. Proficient in Microsoft Office and agency software, ex. AVATAR, postage system etc. Education and Experience: Preferred: Associate of Arts degree in Business or related field and four years of responsible administrative experience in a healthcare setting. Minimum: A high school diploma with business courses emphasized. Two years of clerical experience, Ability to use computer and all Microsoft Office applications, and type 55 wpm. Physical Requirements: Must be able to lift up to 15 pounds at a time. Must be able to sit, twist, bend and stand for long periods. Must be able to transport self from building to building and differing locations. Must be able to communicate orally and in writing. Special Working Conditions: Exposure to public and outside business officials/professionals, some client contacts, and at times treatment program conditions, occasional late hours or weekend events.

The Executive Administrative Assistant will play a critical role in supporting the Executive Manager -Program Management for Future Vertical Lift (FVL), a key initiative at GE Aerospace focused on developing cutting-edge technologies for next-generation military and commercial aircraft. In this role, you will manage the Program Manager's schedule, coordinate travel arrangements, and handle expense reporting to ensure seamless day-to-day operations. You will also assist with program-related administrative tasks, including preparing meeting agendas, tracking key deliverables, and maintaining confidential records. As a trusted partner, you will facilitate communication between the Program Manager, cross-functional teams, and external stakeholders, ensuring alignment with program priorities and milestones. This position requires exceptional organizational skills, attention to detail, and the ability to adapt to a fast-paced, dynamic environment while upholding GE Aerospace's mission to define the future of flight. **Job Description** **ESSENTIAL RESPONSIBILITIES:** + Assists with calendar management. + Able to coordinate daily activities, prioritize inquires and requests, as well as troubleshoot conflicts. + Will work in conjunction with the leader to ensure smooth day-to-day engagements. + Provides a bridge for smooth communication between the leader's office and internal departments; Able to maintain credibility, trust and support with senior management. + Coordinate travel arrangements; create travel trip itineraries; arrange for transportation, lodging, and other needs while traveling; communicate with supervisors while traveling to ensure that they are fully informed of all issues arising; process and reconcile T&L expense accounts; print and submit/mail VAT reports, if necessary. + Works closely and effectively with the leader to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. + Demonstrated ability to be discreet, flexible, work in a fast-paced environment, deal well with ambiguity. + May be required to schedule, plan and organize logistical details for in-house and off-site meetings, training and events. + Develop and prepare agendas for various departmental meetings; coordinate and attend staff meetings as appropriate; prepare and distribute minutes to appropriate personnel, on an as needed basis. + Maintain filing and records management systems and other office flow procedures which may be confidential. + Prepare, track and coordinate mail and shipments for the organization. Able to effectively acquire and maintain inventory of office supplies and equipment within budget constraints + Helps support community responsibility events/activities. + Able to identify the necessary credentials to ensure proper access to employees, both US and Foreign Nationals, as well as visitors, to protect GE Proprietary information and comply with government regulations. Knowledge of point of contacts and tools for all requests. + Facilities coordination: manage new hire working space, office moves, update floor plans, report building issues and communicate as necessary. Maintain office equipment, report any issues or request service to keep equipment operation. Custodian of organization resources. + Demonstrated ability to manage contacts using Outlook to conduct up-to-date database entry, track and manage highly classified correspondence, and facilitate relationships with key stakeholders. Helps keep organization charts, phone lists, and birthday lists up to date. **QUALIFICATIONS:** + **High school diploma / GED** + **This position requires U.S. citizenship status.** + **Experience** : **Minimum of 5 years' experience as an Executive Administrator.** + **Technical Skills** : Min of 5 years experience: + Strong expertise in calendar management and scheduling. + Comprehensive knowledge of office management practices and modern communication technologies. + Proficiency in Microsoft Office Suite (PowerPoint, Word, Excel, Outlook). + Skilled in data reporting using Excel, Access, and other data analysis tools. + Experience with database management, including accurate data input and updates. **DESIRED CHARACTERISTICS:** + Self-Starter, proactive, able to work independently, able to maintain confidentiality and handle matters discreetly. + Effective time management and organizational skills; able to balance multiple priorities. + Able to effectively interact and communicate with senior level management, corporate contacts and external customers. + Excellent interpersonal, verbal and written communications including strong grammatical skills. High attention to detail. + Able to quickly identify and prioritize goals and uses resources. Able to create solutions and meet deadlines, while considering both strategy and efficiency. + Team player with strong interpersonal skills, capable of working within a globally diverse team across different time zones and businesses. + Ability to adapt to changing priorities and schedules based on business demands. This includes availability to work outside standard business hours, including evenings, weekends, and holidays, as needed to support critical business operations, meetings, or events. The base pay range for this position is $33.65 per hr. ($70,000.00 annually) - $38.46 per hr. ($80,000.00 annually). The specific pay offered may be influenced by a variety of factors, including the candidate's experience, education, and skill set. This posting is expected to close on 01/30/26. GE Aerospace offers comprehensive benefits and programs to support your health and, along with programs like HealthAhead, your physical, emotional, financial and social wellbeing. Healthcare benefits include medical, dental, vision, and prescription drug coverage; access to a Health Coach from GE Aerospace; and the Employee Assistance Program, which provides 24/7 confidential assessment, counseling and referral services. Retirement benefits include the GE Aerospace Retirement Savings Plan, a 401(k) savings plan with company matching contributions and company retirement contributions, as well as access to Fidelity resources and planning consultants. Other benefits include tuition assistance, adoption assistance, paid parental leave, disability insurance, life insurance, and paid time -off for vacation or illness. GE Aerospace (General Electric Company or the Company) and its affiliates each sponsor certain employee benefit plans or prog rams (i.e., is a "Sponsor"). Each Sponsor reserves the right to terminate, amend, suspend, replace or modify its benefit plans and programs at any time and for any reason, in its sole discretion. No individual has a vested right to any benefit under a Sponsor's welfare benefit plan or program. This document does not create a contract of employment with any individual. \#LI-KS1 _This role requires access to U.S. export-controlled information. Therefore, employment will be contingent upon the ability to prove that you meet the status of a U.S. Person as one of the following: U.S. lawful permanent resident, U.S. Citizen, have been granted asylee or refugee status (i.e., a protected individual under the Immigration and Naturalization Act, 8 U.S.C. 1324b(a)(3))._ **Additional Information** GE Aerospace offers a great work environment, professional development, challenging careers, and competitive compensation. GE Aerospace is an Equal Opportunity Employer (****************************************************************************************** . Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law. GE Aerospace will only employ those who are legally authorized to work in the United States for this opening. Any offer of employment is conditioned upon the successful completion of a drug screen (as applicable). **Relocation Assistance Provided:** No GE Aerospace is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.

This position provides administrative, organizational, and logistical support to the Vice President of USF World. The position is responsible for managing a detailed calendar, coordinating and scheduling meetings/appointments and responding to requests for meetings, developing relevant briefing and background materials for meetings and events that the VP attends, managing protocol for international visitors and delegations and the associated itineraries, coordinating complex travel arrangements, communicating with internal and external stakeholders, and performing various administrative tasks as needed. This position requires a Bachelor's degree and a minimum of four (4) years of related experience. Degree Equivalency Clause: Four years of direct experience for a bachelor's degree. Degree Equivalency Clause: Four years of direct experience for a bachelor's degree. • Senate Bill 1310- The Florida Senate (************************************************ is conditional upon meeting all employment eligibility requirements in the U.S. • SB 1310: Substitution of Work Experience for Postsecondary Education Requirements • A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed: • (a) Two years of direct experience for an associate degree; • (b) Four years of direct experience for a bachelor's degree; • (c) Six years of direct experience for a master's degree; • (d) Seven years of direct experience for a professional degree; or • (e) Nine years of direct experience for a doctoral degree • Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment. • Minimum Qualifications that require a high school diploma are exempt from SB 1310. Oversees the day-to-day operations and administrative support activities for the Vice President. Provides direct, confidential assistance to the Vice President. Keeps appointment calendars for the Vice President and schedules meetings and appointments. Coordinates travel, domestically and internationally, for meetings, conferences, partners visits and other VP commitments. Coordinates assignments from the VP to the correct individuals, including follow up as necessary. Serves as a resource person and keeps up to date with ongoing projects at the executive level. Serves as a liaison to other executive offices, colleges, faculty, and external stakeholders (domestically and globally). Manage the operations of the VP Cabinet meetings, including scheduling, communication, and meeting notes. Schedules the USF World Advisory Council meetings and takes notes at each meeting - identifies action and follow-up items. Manages protocol for international visitors and delegations including ordering university gifts, supervising the inventory of gifts, and making recommendations regarding proper gifting protocol. Coordinates agendas and itineraries for visitors including collaborating across colleges and units to establish an agenda that reflects the goals of the visitor. Manages complex international travel that may include participants in addition to the Vice President. Recommends changes in procedures or workflow to improve administrative processes. Reads and analyzes incoming correspondence, inquiries, and reports. Makes judgments about the significance of these items, handling many of these on behalf of the executive, and applying judgment as to which should be brought to the executive for review and action. Maintains required records and reports, establishing systems for retrieval of data in electronic and/or paper formats. Performs related duties as required or deemed necessary to meet the executive's overall goals for effective administration of the executive's program area. Skills Demonstrate exceptional written and verbal communication skills tailored to diverse audiences, including internal leadership, faculty, staff, and external stakeholders. Ability to draft clear, concise, and persuasive correspondence. Serve as a liaison between the executive's office and internal/external partners, ensuring professionalism and consistency in messaging. Composure and professionalism at all times. Maintain confidentiality and diplomacy in all communications.

This position supports the Director of Manufacturing at Central Shops and two Senior Managers. You would be responsible for supporting the day-to-day operational needs of the Manufacturing team. In addition to general duties, you would be responsible for overall office administration and balance multiple priorities in a fast-paced, team environment using critical thinking, problem solving, and relationship management. This is a fully on-site role and is based in Lake Buena Vista, Florida. Relocation will not be available for this position. You will report to the Director of Manufacturing. This is a Full-Time role. What You Will Do Every day in this role is different! On any given day you might: Thoughtfully handle complex calendars and be ready to adjust schedules at the drop of a hat. Ensure the Executive and Senior Managers are prepared for meetings and events. Look ahead and be proactive. Schedule and host Teams meetings which could include presentation sharing. Attend meetings to take notes as well as follow-up on action items. Handle highly confidential correspondence and information with utmost discretion. Manage Travel & Entertainment expenses for your team. Proactively resolve issues and pitch in to help. Coordinate onboarding/offboarding of team members. Ensuring offices are clean and welcoming and supplies, name plates, IT access and other essentials are ready for their arrival. Track team time off using Labor Reports in SAP. Plan recognition and team events. Organize service awards and recognition celebrations in close partnership with the Manager to celebrate cast achievements and service milestones. Order supplies and equipment along with other office management duties. Prepare reports to be shared with leaders and stakeholders. For example, cast training compliance, overtime utilization, shift bids, vacation planning, and labor utilization to ensure operational efficiency and adherence to company standards. Compose correspondence on behalf of the Leaders. Prepare professional PowerPoint presentations. Work closely with the Executive and Senior Leaders on activities, projects, meetings, event planning and office logistics. Partner with department administrative staff on office procedures, events, and office logistics. Coordinate and set-up regulatory training. Submit Workday salaried headcount requisitions, track open headcount and recruiting efforts. Monitor Craft Maintenance Council Overtime Equalization. Assist with opening and managing hourly, union position job postings in accordance with established processes and labor agreements. Ensure all communication channels (bulletin boards, digital signage, email updates, etc.) are accurate, timely, and up to date. Monitor and support supervision of building access to maintain a secure and well-controlled facility. Required Qualifications & Skills 3 years' minimum experience in an administrative role Proven success partnering and interacting with all levels of Cast Members/Employees including Executive Leadership Strong proficiency with standard office tools such as Microsoft Office (Outlook, Word, PowerPoint, Excel), SAP, Coupa, and Concur Generally tech savvy and willing to learn new skills Professional and highly discreet while maintaining absolute confidentiality Effective strong verbal and written communication skills Ability to be proactive, resourceful, flexible, and responsible Ability to take initiative and anticipate needs Extremely well organized and attentive to detail Ability to partner effectively and work in a team environment Demonstrated innovative thinking and problem-solving skills Preferred Qualifications Prior experience supporting the Director level Experience working with MyTime and Workday Familiarity with the Facilities & Operations Services organization and Craft Maintenance Council agreement Education Bachelor's degree or equivalent experience Additional Information Disney offers a rewards package to help you live your best life. This includes health and savings benefits, educational opportunities, and special extras that only Disney can provide. Learn more about our benefits and perks at **************************************** #LI-ML3, #DXFOS Job Posting Segment: FOS Job Posting Primary Business: Construction & Distribution & Manufacturing (WDW) Primary Job Posting Category: Executive Support Employment Type: Full time Primary City, State, Region, Postal Code: Lake Buena Vista, FL, USA Alternate City, State, Region, Postal Code: Date Posted: 2025-10-17

Focus School Software is a fast-growing management software company. We thrive on creating some of the most innovative features on the market today, helping educators to meet their evolving needs in classrooms, district management, state reporting compliance, and other facets of student-centered education and technology. Currently, Focus is looking for energetic, creative, and experienced candidates who can help us succeed in our mission to serve an increasing number of districts across the nation. We keep our clients' needs at the forefront of everything we do, and as a company who understands the hard work of today's educators, Focus looks for employees who share our value towards education. Focus is looking to expand our team by adding an Executive Assistant to the CEO. The Executive Assistant will be responsible for managing and maintaining the CEO's calendars and correspondence, generating reports and documentation, as well as serving as a liaison to the CEO and other members of the Executive Team. As the Executive Assistant, you will be expected to work independently, as well as alongside the CEO, and must be able to work well under pressure to handle a wide variety of tasks and confidential matters with discretion. Minimum Qualifications: At least two years of professional experience as an Executive Assistant in a technology-related industry Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail Proficient in Microsoft Word and Excel Strong written and verbal communication Experience with coding/SQL a plus Job Duties: Maintain CEO's calendar Plans, coordinates and ensures CEO's scheduled is followed Arranging travel plans and agendas; compiling documentation for related travel Attend Executive meetings and record minutes Conducting product knowledge research Ordering/Maintaining marketing material Conference coordination (i.e. setting up booths, hotel arrangements) Sales coordination Scheduling demonstrations Preparing agendas and documentation for weekly meetings Daily & Weekly Reports Preparing bi-weekly expense reports Screening Executive emails Demonstrate the highest level of customer/client service Must be willing to travel at least 30% of the time Flexibility concerning after-hours communication with Executives and availability to travel on short notice is a must Focus School Software's compensation package offers the following benefits: Medical Insurance Dental/Vision Insurance Life Insurance Short and Long Term Disability Insurance 401(k) after 6 months Paid Holidays Paid Vacation and Sick Time

Associate's Degree or can demonstrate proof of completion within 12 months of hire date; • Two (2) years of prior customer service, administrative or secretarial experience may substitute for the Associate's degree (in addition to the requirements listed in the Experience section). • Highly proficient in word processing, spreadsheet, presentation and/or database software, preferably Microsoft Office-based products (Word, Excel, PowerPoint, Access).

The Executive Assistant provides high-level administrative and organizational support to the Vice President of Enrollment & Student Affairs, serving as a key liaison between the division and internal/external stakeholders. This role is responsible for coordinating events, managing communications, supporting division operations, and ensuring the smooth execution of projects and initiatives. Responsible for demonstrating LSSC's core values of Caring, Communicating, Collaborating, and Celebrating when interacting with students, employees, visitors, and community members. Include, but are not limited to the following: * Provide comprehensive administrative support to the Vice President of Enrollment & Student Affairs and the division, adapting to changing priorities and needs. * Assist with the coordination and organization of meetings, events, and special projects as assigned. * Maintain and update division records, lists, and communications as needed. * Support budgetary and operational processes, including documentation and tracking of relevant materials. * Serve as a point of contact and liaison for internal and external stakeholders, ensuring effective communication and collaboration. * Contribute to the planning and execution of division initiatives, offering support in a variety of administrative and logistical capacities. * Uphold a high standard of professionalism, confidentiality, and customer service in all interactions. * Perform other duties as assigned to support the ongoing work and mission of the division. KNOWLEDGE. SKILLS AND ABILITIES REQUIRED: * Proficiency in Microsoft Word, Excel, Access, Outlook, and PowerPoint. * Strong organizational, multitasking, and time management skills. * Excellent verbal and written communication skills; ability to make presentations. * Ability to work independently and as part of a team, demonstrating flexibility and adaptability. * Professional appearance and demeanor. * Ability to maintain confidentiality and exercise sound judgment. * Ability to work various hours, including nights, early mornings, and weekends as needed. * Valid Florida Driver's License. ABILITIES/GENERAL: * Promote a common purpose consistent with the College's stated goals and demonstrate a commitment to students and the learning environment. * Possess knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manuals related to the job tasks. * Demonstrate the ability to respond to supervision, guidance, and direction in a positive, receptive manner and follow stated policies. * Deliver exceptional customer service by fostering a welcoming and supportive environment. * Present a professional image in words, actions, and attire. * Conduct oneself in a manner consistent with the College's standards of ethical conduct. * Apply effective techniques to establish and maintain working relationships, fostering collaboration to achieve common goals; effectively communicate and collaborate with others to achieve shared objectives. * Demonstrate the skills necessary to examine situations and processes, making recommendations for improvement critically. * Strong service orientation and ability to effectively work as a member or leader of a team by cooperating with others, offering to help others when needed, and considering larger organizational goals rather than individual concerns. Includes the ability to build &/or support a constructive team spirit where members are committed to the goals and objectives of the organization. * Plan, organize, and successfully multitask to meet multiple deadlines and frequently new work tasks within required timeframes. Proven flexibility to successfully work on a variety of projects quickly and accurately. * Effectively manage change and adaptability. * Adheres to all workplace safety rules, safety laws, regulations, standards, and practices * Ability to work various hours, including nights, early mornings, and weekends * Ability to travel amongst various campuses and attend College events, on or off campus, as required. MINIMUM QUALIFICATIONS: * Required: * Bachelor's degree from an accredited institution. * Four or more years of related experience.

If you are a current University of Tampa student, please search for and apply to student jobs here via Workday. Job applications for current students will not be considered if submitted through the external career center. Details The Administrative Assistant to the Vice President for Marketing and Communications provides high-level administrative, operational, and analytical support to ensure the efficient and effective functioning of the Office of Marketing and Communications. This position supports the Vice President and marketing senior leadership team in managing day-to-day operations, coordinating civic and university partner engagement, maintaining divisional budgets and analytics, preparing board and cabinet materials, and tracking strategic priorities tied to institutional goals. Duties and Responsibilities Executive and Administrative Support * Manage the Vice President's daily calendar, appointments, and scheduling logistics with a high level of accuracy and confidentiality. * Coordinate meeting preparation, including agendas, briefings, background materials, and follow-up actions. * Anticipate information needs, prepare briefing materials in advance of meetings, and ensure the Vice President is thoroughly informed and prepared. * Draft, edit, and proofread correspondence, memos, reports, and presentations for internal and external audiences. * Manage travel arrangements, reimbursements, and procurement card reconciliations in compliance with university policies. * Maintain organized digital and physical filing systems for correspondence, contracts, and institutional records. * Willingness to embrace new technologies and innovative organizational practices. * Knowledge of or the ability to learn quickly The University of Tampa software programs such as Workday and Microsoft Office. Budget and Operations * Track and reconcile the division's operating budget, including invoices, purchase orders, and vendor contracts. * Prepare monthly budget and variance reports; assist with forecasting and resource planning. * Liaise with Finance and Procurement on purchasing, compliance, and reporting needs. * Support the Vice President in ensuring that fiscal and operational processes align with institutional priorities and policies. * Assist in identifying process improvements and digital tools that enhance efficiency, tracking, and reporting accuracy across the division. Board, Cabinet, and Institutional Reporting * Assist in preparing executive-level reports and presentations for the President's Office, Cabinet, and Board of Trustees. * Compile divisional performance data and key performance indicators (KPIs) for monthly and quarterly review. * Coordinate timelines, gather inputs from team leads, and ensure all reporting deliverables meet quality and accuracy standards. * Support the creation of visually engaging presentations and dashboards that communicate outcomes and impact. Public Affairs Support * Provide project support senior leaders within the division as directed by the VP of Marketing and Communications. * Assist with logistics, scheduling, and materials preparation for media relations, crisis communication, and public affairs initiatives. * Support communications tracking and media monitoring efforts, ensuring follow-up and documentation of key outcomes. * Help coordinate messaging, speaking engagements, and event preparation for university leadership and community representation. * Maintain confidentiality and professionalism in handling sensitive institutional and media matters. Civic and Community Partner Engagement * Coordinate logistics and follow-up for the Vice President's participation in civic, community, and industry partnerships * Maintain a calendar of civic, donor, and community events where the Vice President or division is represented. * Track engagements and ensure timely follow-up, briefings, and communications with external stakeholders. * Support preparation of talking points, bios, and event summaries related to civic and community representation. Strategic Initiatives and Project Tracking * Support implementation and tracking of divisional strategic priorities and the Vice President's 90-day and annual plans. * Coordinate divisional planning and goal-setting sessions; monitor progress on key initiatives and institutional deliverables. * Maintain project trackers and assist in follow-up on action items resulting from cabinet, leadership, and cross-divisional meetings. * Collaborate with Marketing and Communications managers to gather data and updates for strategic dashboards and reports. Internal Communications and Team Operations * Serve as a central point of contact for the Office of Marketing and Communications, ensuring seamless communication flow within the division. * Support planning and logistics for team meetings, retreats, and recognition events that foster culture, collaboration, and morale. * Coordinate staff recognition, professional development, and team-building initiatives that reinforce the division's culture of creativity, collaboration, and shared purpose. * Draft and distribute internal division announcements and project updates on behalf of the Vice President. * Assist with onboarding of new employees and maintenance of team rosters, contact lists, and shared resources. Qualifications Required: * Associate's or Bachelor's degree (business administration, communications, or related field preferred). * Minimum of 3-5 years of progressively responsible administrative experience supporting senior executives or managing office operations. * Strong proficiency in Microsoft 365 (Outlook, Excel, PowerPoint, Teams, SharePoint); comfort with analytics and project management tools. * Excellent written and verbal communication skills, with a strong eye for accuracy, detail, and professional presentation. * Proven ability to handle confidential information with discretion and sound judgment. * Demonstrated ability to interact professionally with senior executives, trustees, media representatives, and community partners. * Exceptional discretion, diplomacy, and judgment in managing sensitive and confidential information. * Strong organizational skills, time management, and ability to manage multiple priorities in a fast-paced environment. Preferred: * Experience in higher education, nonprofit, or marketing/communications environments. * Budget and financial management experience, including forecasting and expense tracking. * Familiarity with data analytics or KPI reporting. * Demonstrated ability to coordinate events, civic engagements, or community partnerships. Ideal Candidate Profile The ideal candidate is a proactive, resourceful, and detail-oriented professional who takes pride in anticipating needs and creating order out of complexity. They thrive in a fast-paced, creative environment and are energized by supporting a dynamic, high-performing division. They possess exceptional judgment, professionalism, and interpersonal skills, and they bring a calm, solutions-focused approach to challenges. They are a cultural ambassador-someone who supports the Vice President's servant-leadership style and helps foster a joyful, collaborative, and high-trust team culture within the division. The ideal candidate thrives in an environment where no two days are alike-balancing executive precision with flexibility, tact, and creative problem-solving. They are energized by being a trusted partner to leadership, a reliable point of contact for the campus community, and a behind-the-scenes force in advancing UTampa's national reputation and civic presence. Core Competencies * Professionalism and integrity * Strategic organization and attention to detail * Communication excellence (written, verbal, visual) * Initiative and independent judgment * Collaboration and relationship-building Additional Information * This position reports directly to the Vice President for Marketing and Communications. Required Attachments Please be sure to attach all required documents listed below in the attachment section at the bottom of the "My Experience" page of the application before continuing through the application. 1. Cover letter 2. Resume Work Schedule * This is a full-time, on-campus position based in the Office of Marketing and Communications. * Monday through Friday, 8:30 a.m. to 5:00 p.m. * Summer: Monday through Thursday, 8:00 a.m. to 5:30 p.m. * Occasional early morning, evening, or weekend hours may be required to support events or board/civic engagements. The University of Tampa offers great benefits to include: * FREE Tuition * Generous paid leave * Wellness initiatives * 100% Employer-Funded Health Reimbursement Account * 100% Employer-Paid Short & Long Term Disability Insurance * 100% Employer-Funded Employee Assistance Program * Discounted On-Campus Dining Meal Plans * FREE On-Campus Parking * Access to Campus Amenities (pool, library, campus events and more) * Fitness Center * Pet Insurance * Flexible Spending Accounts * And more! Submission Guidelines To receive full consideration for employment with The University of Tampa, please be sure to submit/upload required documents for this position at time of application submission. Required documents should be submitted in the attachment box at the bottom of the "My Experience" page of the application before continuing through the application. Background Check Requirements Finalists may be required to submit to a criminal background check. Some positions may also require a motor vehicle report and/or a credit report. Additional Information This description is intended to be generic in nature. It is not to determine specific duties and responsibilities for any particular position. Essential functions and overtime eligibility may vary based on the specific task assigned to the position.

Join the People Helping People Velera is the nation's premier payments credit union service organization (CUSO) and an integrated fintech solutions provider. The company serves more than 4,000 financial institutions throughout North America, operating with velocity to help our clients keep pace with the rapid momentum of change and fuel growth in the new era of financial services. Our purpose: We accelerate partners' success through innovative financial technology solutions and inspired service. The Opportunity: This position plays a critical role by providing complex administrative support to the Executive and the Senior Leadership teams (‘leaders'). The Executive Assistant (‘EA') will coordinate and administer highly complex and confidential activities that need to be resolved daily in a responsible, efficient and timely manner. This individual is responsible for managing email and calendaring for their supported leader(s) and may be engaged to support enterprise-level initiatives and events. Being effective in this role requires the skills for building strong, trusting partnerships at executive, administrative, and employee levels across the enterprise. The individual needs to be able to lead tasks that require independent judgment, initiative, and the ability to influence without authority. This position requires with a hands-on, self-motivated, and astute individual who is flexible and thrives in a fast-moving, dynamic environment within an evolving industry. Day in the Life Proactively provide personalized administrative support for multiple members of the Executive Leadership Team (‘ELT') and/or Senior Leadership Team (‘SLT') ensuring routine and complex matters are handled in a timely and professional manner. Calendaring - manage all calendar items, ensure invitations are sent to appropriate audiences, resolve conflicts, anticipate future items and potential conflicts, manage deadlines, ensure sufficient working time. Meeting Management - schedule with appropriate audiences, manage responses, resolve conflicts as needed, coordinate tasks such as contacting participants, preparing agendas, taking and distributing meeting minutes. Event Management - ensure that all arrangements for any corporate sponsored events, industry events, and internal events are completed including travel, room reservations, registration, speaking engagements, etc. through collaboration with internal and/or external teams. Expense Report Management - ensure that expenses are filed in a timely manner and in accordance with Accounting and Billing policies and deadlines. Invoice processing - ensure that invoices are approved in a timely manner - gather any needed information for an informed decision. Travel - book and manage all travel requests including airfare, hotel, ground transportation, dining reservations. Ensure information is readily available per the leader's preference. Presentation and Reports - develop reports and presentations using the appropriate templates as needed. Proofread for acceptability prior to providing to the requestor. Distribute as directed. Manage Correspondence - process email, US Mail, packages, etc. based on agreed upon access with the leader. Route correspondence or action items to appropriate staff and request action/information on behalf of the leader. Initiate follow-up to ensure item was handled if a reply or specific action is requested. Committee Support - where applicable, attend meetings, take minutes, and report on action items as needed. Prepare and maintain correspondence and documents. Act as custodian of corporate documents and records. Onboarding - working with HR to onboard assigned new leader. Complete access request form, ensure equipment, corporate credit card, and facilities access are available day 1; schedule meetings for the first week based on onboarding plan. Confidentiality - must maintain strict confidentiality of information obtained through email, meetings, correspondence, and all other communications. Prioritization - direct and master a prioritization system for email, mail, voicemail and meetings to bring high priority items forward for interactive dialogue and direction. Rapidly handle or delegates the low priority workflow activities. Interact and communicate professionally on all appropriate business priorities at an executive level with all levels of personnel, business partners, subsidiaries, vendors and consultants. Backup - act as a backup for an assigned EA by providing support for the leader(s) they support when EA is out of the office, travelling for work or assigned to a large project. Process Improvements - identify areas of improvement, work with manager to document, coordinate implementation of changes and measure success. Perform other job duties as assigned. Qualifications: Associate degree or five (5) years of administrative/operational support to managers, directors, and/or executives required. Bachelor's degree preferred. Three (3) years of experience as an Executive Assistant required or 5+ years as an administrative assistant or combination of years required. Expert in Microsoft application suite, including Outlook, Excel, Word, and PowerPoint Superior communication skills necessary to comprehend and compile communication on behalf of the leader. Ability to interact and communicate effectively with all levels of internal staff, vendors, and clients. Proficient in clear and effective business writing techniques. Proven ability to adapt to change. Being able to change priorities and quickly move from one task to another as dictated by the leader. Strong organizational skills that enable proactive handling multiple priorities with a sense of urgency. Strong interpersonal skills and the ability to build relationships with all stakeholders. Ability to work under general direction and be able to complete functions with minimal guidance/directions while producing accurate and quality results. Proven ability to handle confidential information with discretion. Adaptable to various competing demands and demonstrate the highest level of customer/client service and response. Ability to effectively work in a high pressure, fast paced environment. Superior problem-solving skills. Ability to anticipate and resolve issues from prior experience. Ability to work effectively independently and as part of a functional team. After normal working hours work may be required to respond to urgent requests. Travel may be required to support on-site or off-site events. About Velera At Velera we are committed to fostering a workplace where every employee feels valued, respected, and connected. We understand, attract and engage a diverse workforce where every employee can live up to their full potential; ensuring that our employee base reflects the consumers we serve. The result of this effort is an inclusive environment where diverse talent thrives. We strive to foster a safe and inclusive work environment for people to bring their authentic selves in order to build a better community within our company and with our partners. Learn more about our commitment to Diversity, Equity, and Inclusion HERE! Pay Equity $67,700.00 - $86,300.00 Actual Pay will be adjusted based on experience and other job-related factors permitted by law. Great Work/Life Benefits! Competitive wages Medical with telemedicine Dental and Vision Basic and Optional Life Insurance Paid Time Off (PTO) Maternity, Parental, Family Care Community Volunteer Time Off 12 Paid Holidays Company Paid Disability Insurance 401k (with employer match) Health Savings Accounts (HSA) with company provided contributions Flexible Spending Accounts (FSA) Supplemental Insurance Mental Health and Well-being: Employee Assistance Program (EAP) Tuition Reimbursement Wellness program Benefits are subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions Velera is an Equal Opportunity Employer. We consider applicants without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, or membership in any other group protected by federal, state or local law. Velera is an Equal Opportunity Employer that complies with the laws and regulations set forth in the following "EEO is the Law" Poster . Velera will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the legal duty to furnish information. Velera is an E-Verify Employer. Review the E-Verify Poster here . For information regarding your Right To Work, please click here . This role is currently not eligible for sponsorship. As an ongoing commitment to reasonably accommodate individuals with disabilities please contact a recruiter at ********************* for assistance.

Join the People Helping People Velera is the nation's premier payments credit union service organization (CUSO) and an integrated fintech solutions provider. The company serves more than 4,000 financial institutions throughout North America, operating with velocity to help our clients keep pace with the rapid momentum of change and fuel growth in the new era of financial services. Our purpose: We accelerate partners' success through innovative financial technology solutions and inspired service. The Opportunity: This position plays a critical role by providing complex administrative support to the Executive and the Senior Leadership teams ('leaders'). The Executive Assistant ('EA') will coordinate and administer highly complex and confidential activities that need to be resolved daily in a responsible, efficient and timely manner. This individual is responsible for managing email and calendaring for their supported leader(s) and may be engaged to support enterprise-level initiatives and events. Being effective in this role requires the skills for building strong, trusting partnerships at executive, administrative, and employee levels across the enterprise. The individual needs to be able to lead tasks that require independent judgment, initiative, and the ability to influence without authority. This position requires with a hands-on, self-motivated, and astute individual who is flexible and thrives in a fast-moving, dynamic environment within an evolving industry. Day in the Life * Proactively provide personalized administrative support for multiple members of the Executive Leadership Team ('ELT') and/or Senior Leadership Team ('SLT') ensuring routine and complex matters are handled in a timely and professional manner. * Calendaring - manage all calendar items, ensure invitations are sent to appropriate audiences, resolve conflicts, anticipate future items and potential conflicts, manage deadlines, ensure sufficient working time. * Meeting Management - schedule with appropriate audiences, manage responses, resolve conflicts as needed, coordinate tasks such as contacting participants, preparing agendas, taking and distributing meeting minutes. * Event Management - ensure that all arrangements for any corporate sponsored events, industry events, and internal events are completed including travel, room reservations, registration, speaking engagements, etc. through collaboration with internal and/or external teams. * Expense Report Management - ensure that expenses are filed in a timely manner and in accordance with Accounting and Billing policies and deadlines. * Invoice processing - ensure that invoices are approved in a timely manner - gather any needed information for an informed decision. * Travel - book and manage all travel requests including airfare, hotel, ground transportation, dining reservations. Ensure information is readily available per the leader's preference. * Presentation and Reports - develop reports and presentations using the appropriate templates as needed. Proofread for acceptability prior to providing to the requestor. Distribute as directed. * Manage Correspondence - process email, US Mail, packages, etc. based on agreed upon access with the leader. Route correspondence or action items to appropriate staff and request action/information on * behalf of the leader. Initiate follow-up to ensure item was handled if a reply or specific action is requested. * Committee Support - where applicable, attend meetings, take minutes, and report on action items as needed. Prepare and maintain correspondence and documents. Act as custodian of corporate documents and records. * Onboarding - working with HR to onboard assigned new leader. Complete access request form, ensure equipment, corporate credit card, and facilities access are available day 1; schedule meetings for the first week based on onboarding plan. * Confidentiality - must maintain strict confidentiality of information obtained through email, meetings, correspondence, and all other communications. * Prioritization - direct and master a prioritization system for email, mail, voicemail and meetings to bring high priority items forward for interactive dialogue and direction. Rapidly handle or delegates the low priority workflow activities. * Interact and communicate professionally on all appropriate business priorities at an executive level with all levels of personnel, business partners, subsidiaries, vendors and consultants. * Backup - act as a backup for an assigned EA by providing support for the leader(s) they support when EA is out of the office, travelling for work or assigned to a large project. * Process Improvements - identify areas of improvement, work with manager to document, coordinate implementation of changes and measure success. * Perform other job duties as assigned. Qualifications: * Associate degree or five (5) years of administrative/operational support to managers, directors, and/or executives required. * Bachelor's degree preferred. * Three (3) years of experience as an Executive Assistant required or 5+ years as an administrative assistant or combination of years required. * Expert in Microsoft application suite, including Outlook, Excel, Word, and PowerPoint * Superior communication skills necessary to comprehend and compile communication on behalf of the leader. * Ability to interact and communicate effectively with all levels of internal staff, vendors, and clients. * Proficient in clear and effective business writing techniques. * Proven ability to adapt to change. Being able to change priorities and quickly move from one task to another as dictated by the leader. * Strong organizational skills that enable proactive handling multiple priorities with a sense of urgency. * Strong interpersonal skills and the ability to build relationships with all stakeholders. * Ability to work under general direction and be able to complete functions with minimal guidance/directions while producing accurate and quality results. * Proven ability to handle confidential information with discretion. * Adaptable to various competing demands and demonstrate the highest level of customer/client service and response. * Ability to effectively work in a high pressure, fast paced environment. * Superior problem-solving skills. Ability to anticipate and resolve issues from prior experience. * Ability to work effectively independently and as part of a functional team. * After normal working hours work may be required to respond to urgent requests. * Travel may be required to support on-site or off-site events. About Velera At Velera we are committed to fostering a workplace where every employee feels valued, respected, and connected. We understand, attract and engage a diverse workforce where every employee can live up to their full potential; ensuring that our employee base reflects the consumers we serve. The result of this effort is an inclusive environment where diverse talent thrives. We strive to foster a safe and inclusive work environment for people to bring their authentic selves in order to build a better community within our company and with our partners. Learn more about our commitment to Diversity, Equity, and Inclusion HERE! Pay Equity $67,700.00 - $86,300.00 Actual Pay will be adjusted based on experience and other job-related factors permitted by law. Great Work/Life Benefits! * Competitive wages * Medical with telemedicine * Dental and Vision * Basic and Optional Life Insurance * Paid Time Off (PTO) * Maternity, Parental, Family Care * Community Volunteer Time Off * 12 Paid Holidays * Company Paid Disability Insurance * 401k (with employer match) * Health Savings Accounts (HSA) with company provided contributions * Flexible Spending Accounts (FSA) * Supplemental Insurance * Mental Health and Well-being: Employee Assistance Program (EAP) * Tuition Reimbursement * Wellness program * Benefits are subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions Velera is an Equal Opportunity Employer. We consider applicants without regard to race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, or membership in any other group protected by federal, state or local law. Velera is an Equal Opportunity Employer that complies with the laws and regulations set forth in the following "EEO is the Law" Poster. Velera will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the legal duty to furnish information. Velera is an E-Verify Employer. Review the E-Verify Poster here. For information regarding your Right To Work, please click here. This role is currently not eligible for sponsorship. As an ongoing commitment to reasonably accommodate individuals with disabilities please contact a recruiter at ********************* for assistance.

Pay rate: $20-$23/hour Performs department duties and assists in the development and monitoring of contracts. Essential Job Functions: * Plans and coordinates contract monitoring activities for grant-funded agencies to ensure General Terms and Conditions, Special Conditions and/or other requirements are accomplished according to federal, state and local regulations. * Facilitates administrative activities that support the Director of Programs, Research and Evaluation Officer, Programs Procurement Manager, and Program Manager Supervisor. * Prepares and distributes annual contract packets for Program Department funded agency contracts; includes review for accuracy, assembles draft, follows internal routing processes and obtains signatures and logs executed contracts from all parties. * Completes and documents activities generated through Pre-Contract Checklists and Funding Notices as well as cross-check associated funded program spreadsheets entries for completeness, accuracy and consistency. * Provides technical or procedural assistance to funded agencies on administrative contract requirements and responds to inquiries from funded agencies. * Processes and finalizes all contract amendments; reviews, edits, mails, and obtains signatures from all parties. * Scans, tracks and maintains electronic and hard copy files of all information pertaining to funded agency contracts. * Supports or provides technical assistance to internal staff on administrative procedures. * Updates Contract templates, Attachments, Declarations, Special Conditions, communication templates all in preparation for new Fiscal Year (other forms as requested). * Recommends improvements of administrative procedures to ensure operational efficiency and effectiveness of contract development or monitoring processes. * Prepares annual funded program disaster form binder. * Updates the Administrative Specialist desk manual and associated task forms. * Maintains up-to-date training on internal Purchase Order (P.O.) procedures to process P.O. for Director of Programs and travel requests for Programs Department personnel. Qualifications: Education and Experience: Graduation from an accredited four-year degree granting college or university OR an associate's degree from an accredited college or university AND two years of experience preparing or monitoring contracts. Knowledge, Skills and Abilities: * Working knowledge of County, State and Federal laws, guidelines and requirements governing contract structure, procedure and content. * Working knowledge of formats and styles used in legal documents. * Working knowledge of Microsoft Office Suite products and AdobeSign. * Ability to read, understand, and interpret legal and insurance documents. * Ability to communicate effectively both orally and in writing. * Ability to work effectively with others.

Description The Administrative Specialist provides administrative services and assistance to the Vice President & General Counsel and department staff in an efficient, effective and professional manner. Essential Functions This position may be responsible for any or all of the following depending on the department(s) supported: Assists in the development of presentation materials for meetings. Acts as a Board committee assistant in the development of agendas, agenda item summaries, chair reports, minutes, resolutions/motions and PowerPoint presentations. Maintains the department procurement credit card, prepares electronic procurement card purchase requests, including reconciling electronic statements. Assists with development of the department budget, manages department purchase requisitions, and monitors monthly budget management reports as well as department contract expirations. Maintains calendar and appointments of the applicable Vice President. Supports department Directors/Managers as required, including researching and preparing reports for their respective departments or organizing meeting schedules for various team members. Arranges/coordinates departmental travel, prepares expense/reimbursement reports. Provides meeting planning and support. Ensures department supplies are available and orders new equipment as needed. Performs other duties as applicable to the position or as assigned. Qualifications and Education Requirements Associate or bachelor's degree in business management or related discipline. Five (5) years' experience in an administrative, project management or similar roles is desirable. Relevant work experience may be substituted for education based on two (2) years of experience for one (1) year of education. Core Competencies : Adaptable, Collaborative, Conscientious, Critical-Thinking, Outcome-Driven and Professional Technical Competencies/Skills : Proficiency with computed based applications (Microsoft Office applications, Document Control, SharePoint, Work Management, Time Keeping) Basic Accounting Contracts Office Management Budgeting Soft Competencies/Skills : Effective verbal/nonverbal, listening and written communications Confidentiality Customer Service Oriented Efficiency Organizational Skills Planning Problem-solving Physical Requirements Must be able to follow established protective measures including wearing required personal protective equipment (PPE). Must possess a valid driver's license and acceptable Motor Vehicle Report. Working conditions Some travel and work outside of normal business hours. While working in certain areas of the plant there is the potential for exposure to hazards typical of an industrial working environment. Must be able to work flexible hours based on varying initiatives and unplanned deadlines. “ Disclaimer - Management may modify this job description at any time and may require the performance of additional duties, or modification of physical requirements, with or without advance notice.”

Schedule: Monday-Friday, 8 AM-5 PM, with occasional evenings, weekends, holidays, and emergency assignments during election cycles. Do you enjoy guiding, teaching, and supporting individuals while helping them succeed in their roles? The Pinellas County Supervisor of Elections is seeking an Administrative Support Specialist who thrives in a learning-oriented environment and is passionate about helping citizens participate fully in the democratic process. Join our team and apply your educational talents to support our Poll Worker Department! Under the general direction of the Supervisor of Elections, this position supports the day-to-day activities of the Poll Worker Department. The role involves training, instructing, and mentoring temporary employees to ensure they are prepared for their election duties. You will help develop and deliver training materials, support learning needs, and ensure that all processes follow state and federal election guidelines. What Would You Do? * Teach and train temporary employees, ensuring they understand their responsibilities and are confident in performing their duties. * Plan, organize, and monitor workflows, similar to managing a class or instructional schedule. * Develop and update instructional and training materials, using clear and accessible educational methods. * Provide direct instruction, demonstrations, and ongoing support to help employees master procedures and tools. * Apply independent judgment and problem-solving skills, guiding learners who encounter challenges. * Review, update, and maintain department procedures and training instructions. * Communicate effectively with the public, coworkers, and temporary staff, using the same clarity required in teaching environments. * Use MS Word and Excel to prepare teaching materials, track progress, maintain checklists, and monitor staff performance. * Create work schedules, review timesheets, and support staff development. What Do you Need To Have? Education and Experience Clerical experience preparing, processing, and maintaining administrative records. High school diploma + 3 years of experience OR Associate degree in a related field + 1 year of experience OR Bachelor's degree in a related field + some relevant experience * Ability to work flexible or emergency schedules during election periods. * Strong communication and instructional abilities - a comfort with teaching or coaching is essential. Highly Desirable Skills * Proficiency in MS Word and MS Excel * Experience with VR Database * Strong independent problem-solving and decision-making skills * Experience teaching, training, or facilitating learning * Ability to design and deliver training content Knowledge, Skills, and Abilities * Strong written and spoken communication skills * Ability to present information clearly to groups and individuals * Knowledge of recordkeeping and modern office practices * Ability to prepare detailed reports, summaries, and instructional documents * Ability to build positive relationships with learners, staff, and the public * Skill in organizing complex information into teachable steps * Ability to work independently and maintain confidentiality Our benefits rank among the top in the area! * Looking for a strong retirement? We have you covered as members of the Florida Retirement System (FRS) with investment and pension options. * We have deferred compensation programs and wellness centers to name a few perks. Check out these and more! Want To Learn More? Please review the full classification description with the Physical/Mental Demands and Working Conditions at the below link. Administrative Support Specialist 1 , C19

The Executive Administrative Assistant will play a critical role in supporting the Executive Manager -Program Management for Future Vertical Lift (FVL), a key initiative at GE Aerospace focused on developing cutting-edge technologies for next-generation military and commercial aircraft. In this role, you will manage the Program Manager's schedule, coordinate travel arrangements, and handle expense reporting to ensure seamless day-to-day operations. You will also assist with program-related administrative tasks, including preparing meeting agendas, tracking key deliverables, and maintaining confidential records. As a trusted partner, you will facilitate communication between the Program Manager, cross-functional teams, and external stakeholders, ensuring alignment with program priorities and milestones. This position requires exceptional organizational skills, attention to detail, and the ability to adapt to a fast-paced, dynamic environment while upholding GE Aerospace's mission to define the future of flight. Job Description ESSENTIAL RESPONSIBILITIES: * Assists with calendar management. * Able to coordinate daily activities, prioritize inquires and requests, as well as troubleshoot conflicts. * Will work in conjunction with the leader to ensure smooth day-to-day engagements. * Provides a bridge for smooth communication between the leader's office and internal departments; Able to maintain credibility, trust and support with senior management. * Coordinate travel arrangements; create travel trip itineraries; arrange for transportation, lodging, and other needs while traveling; communicate with supervisors while traveling to ensure that they are fully informed of all issues arising; process and reconcile T&L expense accounts; print and submit/mail VAT reports, if necessary. * Works closely and effectively with the leader to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. * Demonstrated ability to be discreet, flexible, work in a fast-paced environment, deal well with ambiguity. * May be required to schedule, plan and organize logistical details for in-house and off-site meetings, training and events. * Develop and prepare agendas for various departmental meetings; coordinate and attend staff meetings as appropriate; prepare and distribute minutes to appropriate personnel, on an as needed basis. * Maintain filing and records management systems and other office flow procedures which may be confidential. * Prepare, track and coordinate mail and shipments for the organization. Able to effectively acquire and maintain inventory of office supplies and equipment within budget constraints * Helps support community responsibility events/activities. * Able to identify the necessary credentials to ensure proper access to employees, both US and Foreign Nationals, as well as visitors, to protect GE Proprietary information and comply with government regulations. Knowledge of point of contacts and tools for all requests. * Facilities coordination: manage new hire working space, office moves, update floor plans, report building issues and communicate as necessary. Maintain office equipment, report any issues or request service to keep equipment operation. Custodian of organization resources. * Demonstrated ability to manage contacts using Outlook to conduct up-to-date database entry, track and manage highly classified correspondence, and facilitate relationships with key stakeholders. Helps keep organization charts, phone lists, and birthday lists up to date. QUALIFICATIONS: * High school diploma / GED * This position requires U.S. citizenship status. * Experience: Minimum of 5 years' experience as an Executive Administrator. * Technical Skills: Min of 5 years experience: * Strong expertise in calendar management and scheduling. * Comprehensive knowledge of office management practices and modern communication technologies. * Proficiency in Microsoft Office Suite (PowerPoint, Word, Excel, Outlook). * Skilled in data reporting using Excel, Access, and other data analysis tools. * Experience with database management, including accurate data input and updates. DESIRED CHARACTERISTICS: * Self-Starter, proactive, able to work independently, able to maintain confidentiality and handle matters discreetly. * Effective time management and organizational skills; able to balance multiple priorities. * Able to effectively interact and communicate with senior level management, corporate contacts and external customers. * Excellent interpersonal, verbal and written communications including strong grammatical skills. High attention to detail. * Able to quickly identify and prioritize goals and uses resources. Able to create solutions and meet deadlines, while considering both strategy and efficiency. * Team player with strong interpersonal skills, capable of working within a globally diverse team across different time zones and businesses. * Ability to adapt to changing priorities and schedules based on business demands. This includes availability to work outside standard business hours, including evenings, weekends, and holidays, as needed to support critical business operations, meetings, or events. The base pay range for this position is $33.65 per hr. ($70,000.00 annually) - $38.46 per hr. ($80,000.00 annually). The specific pay offered may be influenced by a variety of factors, including the candidate's experience, education, and skill set. This posting is expected to close on 01/30/26. GE Aerospace offers comprehensive benefits and programs to support your health and, along with programs like HealthAhead, your physical, emotional, financial and social wellbeing. Healthcare benefits include medical, dental, vision, and prescription drug coverage; access to a Health Coach from GE Aerospace; and the Employee Assistance Program, which provides 24/7 confidential assessment, counseling and referral services. Retirement benefits include the GE Aerospace Retirement Savings Plan, a 401(k) savings plan with company matching contributions and company retirement contributions, as well as access to Fidelity resources and planning consultants. Other benefits include tuition assistance, adoption assistance, paid parental leave, disability insurance, life insurance, and paid time -off for vacation or illness. GE Aerospace (General Electric Company or the Company) and its affiliates each sponsor certain employee benefit plans or prog rams (i.e., is a "Sponsor"). Each Sponsor reserves the right to terminate, amend, suspend, replace or modify its benefit plans and programs at any time and for any reason, in its sole discretion. No individual has a vested right to any benefit under a Sponsor's welfare benefit plan or program. This document does not create a contract of employment with any individual. #LI-KS1 This role requires access to U.S. export-controlled information. Therefore, employment will be contingent upon the ability to prove that you meet the status of a U.S. Person as one of the following: U.S. lawful permanent resident, U.S. Citizen, have been granted asylee or refugee status (i.e., a protected individual under the Immigration and Naturalization Act, 8 U.S.C. 1324b(a)(3)). Additional Information GE Aerospace offers a great work environment, professional development, challenging careers, and competitive compensation. GE Aerospace is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law. GE Aerospace will only employ those who are legally authorized to work in the United States for this opening. Any offer of employment is conditioned upon the successful completion of a drug screen (as applicable). Relocation Assistance Provided: No

Performs department duties and assists in the development and monitoring of contracts. Essential Job Functions: Plans and coordinates contract monitoring activities for grant-funded agencies to ensure General Terms and Conditions, Special Conditions and/or other requirements are accomplished according to federal, state and local regulations. Facilitates administrative activities that support the Director of Programs, Research and Evaluation Officer, Programs Procurement Manager, and Program Manager Supervisor. Prepares and distributes annual contract packets for Program Department funded agency contracts; includes review for accuracy, assembles draft, follows internal routing processes and obtains signatures and logs executed contracts from all parties. Completes and documents activities generated through Pre-Contract Checklists and Funding Notices as well as cross-check associated funded program spreadsheets entries for completeness, accuracy and consistency. Provides technical or procedural assistance to funded agencies on administrative contract requirements and responds to inquiries from funded agencies. Processes and finalizes all contract amendments; reviews, edits, mails, and obtains signatures from all parties. Scans, tracks and maintains electronic and hard copy files of all information pertaining to funded agency contracts. Supports or provides technical assistance to internal staff on administrative procedures. Updates Contract templates, Attachments, Declarations, Special Conditions, communication templates all in preparation for new Fiscal Year (other forms as requested). Recommends improvements of administrative procedures to ensure operational efficiency and effectiveness of contract development or monitoring processes. Prepares annual funded program disaster form binder. Updates the Administrative Specialist desk manual and associated task forms. Maintains up-to-date training on internal Purchase Order (P.O.) procedures to process P.O. for Director of Programs and travel requests for Programs Department personnel. Qualifications: Education and Experience: Graduation from an accredited four-year degree granting college or university OR an associate's degree from an accredited college or university AND two years of experience preparing or monitoring contracts. Knowledge, Skills and Abilities: Working knowledge of County, State and Federal laws, guidelines and requirements governing contract structure, procedure and content. Working knowledge of formats and styles used in legal documents. Working knowledge of Microsoft Office Suite products and AdobeSign. Ability to read, understand, and interpret legal and insurance documents. Ability to communicate effectively both orally and in writing. Ability to work effectively with others.