Executive Assistant
DataLink Fund Solutions
Tampa, FL 33637
Executive Assistant
Summary
The Executive Assistant will provide advanced and complex support for all activities of the Chief Operating Officer (COO). Responsibilities include managing all aspects of the executives Outlook email, taking ownership of legal documents, including contract review, and participating in or leading special projects. The Executive Assistant is also responsible for general office administration.
Essential Functions
• Manage daily schedules/calendars for COO, schedule meetings and conference calls
• Manage the COO inbox, including reviewing, responding and organizing emails and electronic documents
• Prepare, review, and edit contracts and other legal documents, partnering with legal when necessary
• Collaborate with department heads to obtain status updates on key projects and communicating updates to the COO in either written or verbal form
• Exercises discretion, confidentiality and independent judgment when handling day to day issues
• Research, compile, prepare and edit PowerPoint presentations and Excel spreadsheets
• Drafts, submits and compiles all information for quarterly board meetings meetings and occasional employee events
• Occasionally schedules domestic and international travel, car service and hotel reservations, and monitors all changes
• Organize, prepare and submit expense reports
• Navigate company resources and interface with various departments
• Establish and maintain organization of correspondence, documents and business records
• Review completed documents thoroughly to check for errors in grammar, spelling, punctuation, and formatting
• Coordinates Special Projects under direction of COO
• Oversees all office administration duties, including maintenance requests, service requests, ordering and replenishing coffee and snacks, office supplies, etc.
• Organize meetings, reserving location/AV equipment and catering, organization and communication of agendas, and updating changes to participants
• Other duties as assigned
Qualifications
• 5+ years of experience providing administrative support to senior executives
• 2+ years of experience as a paralegal or similar legal role in a corporate setting
• Experience proofing and tracking contracts and legal documents required
• Reading, reviewing, responding and organizing executive email required
• Strong proficiency in PowerPoint, Word, and Excel; strong email and calendaring skills
• Project Management experience a plus
• Ability to expand role beyond responsive support to proactive contributions and ownership for administrative tasks; ability to work independently
• Excellent written and verbal communication skills
• Detail-oriented and highly organized with the ability to manage multiple tasks under high pressure
• High level of professionalism and sound judgment in dealing with all levels of an organization
• Outstanding administrative and organization skills
• Strong ownership evident through responsibility and accountability for end-product
• Excellent interpersonal skills with a positive attitude
• Able to work efficiently and effectively in a fast-paced, deadline-driven, high-pressure environment