Job Description

Junior Executive Assistant

Full-Time

Hourly Pay: $20-25/hour

Tampa Florida

Responsibilities

• Manage the calendar of a Senior Vice President, schedule cross-functional meetings, resolve conflicts, and prioritize requests to reduce scheduling friction and ensure timely alignment across stakeholders.

• Coordinate end-to-end meeting logistics, including preparing agendas and briefing materials, booking rooms or virtual links, capturing minutes, and tracking action items to enable on-time starts and faster follow-ups.

• Execute domestic travel planning and itineraries, optimize flight and lodging selections for cost and time efficiency, and process expenses promptly to maintain compliance and reduce travel costs.

• Provide day-to-day administrative support by drafting correspondence, compiling reports, maintaining trackers, and organizing files while protecting sensitive HR information to improve accessibility and confidentiality.

• Partner with team members to plan and deliver onboarding sessions, trainings, and leadership offsites, managing guest lists, materials, and logistics to enhance attendee experience and operational efficiency.

• Implement standardized scheduling and meeting practices (templates, naming conventions, file organization) that reduce preparation time and improve consistency across executive interactions.

• Communicate clearly with executives and internal stakeholders, triaging requests, setting expectations, and anticipating needs to improve responsiveness and deliver a customer-centric experience to team members.

Minimum Qualifications

• Associate’s degree in Business Administration, Human Resources, Communications, or a related field, or equivalent practical experience.

• 1–2 years of administrative or executive assistant experience supporting senior leaders in a fast-paced environment.

• Demonstrated proficiency in complex calendar management, including prioritizing meetings across time zones and resolving conflicts using enterprise scheduling tools such as Microsoft Outlook or comparable platforms.

• Strong written and verbal communication skills to draft concise emails, summaries, and briefings and interact professionally with executives and colleagues at all levels.

• Proven organization and prioritization skills to manage multiple concurrent deadlines, maintain accurate records, and handle confidential information with discretion.

• Proficiency with productivity and collaboration tools (Microsoft 365 or Google Workspace—including Outlook/Calendar, Teams/Zoom, Word/Docs, Excel/Sheets, and PowerPoint/Slides) to execute daily operations efficiently.

• High integrity and sound judgment handling sensitive HR information in alignment with privacy and confidentiality requirements.

Preferred Qualifications

• Bachelor’s degree in Business Administration, Human Resources, Communications, or a related field.

• Experience supporting business leaders.

• Experience coordinating executive travel and expense reporting in alignment with company policies.

• Event or project coordination experience, including vendor management and logistics for trainings or offsites.

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