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Executive Assistant/ Office Manager

Boar's Head

Sarasota, FL

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JOB DETAILS
SKILLS
Accounts Payable, Administrative Skills, Analysis Skills, Billing, Budget Management, Budgeting, Calendar Management, Contract Negotiation, Corporate Planning, Credit Cards, Cross-Functional, Customer Support/Service, Documentation, Establish Priorities, Executive Assistant Skills , Expense Reports, Facilities Management, Finance, Hotel Management, Maintenance Services, Mathematics, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Management, Organizational Skills, Parking Structures, People Management, Plan Meetings, Presentation/Verbal Skills, Project/Program Management, Property Management, Purchase Orders, Reimbursement, Relationship Management, Reporting Skills, Sports, Spreadsheets, Supplier Relationship Management (SRM), Telephone Skills, Time Management, Vendor/Supplier Relations, Willing to Travel
LOCATION
Sarasota, FL
POSTED
Today
Hiring Company:

Delicatessen Services Co., LLC

Overview:
Reporting directly to the Executive Vice President, the Manager, Office Services/Executive Assistant will be responsible for performing a number of administrative duties. Must be able to work with minimal supervision, is highly self-motivated, and displays professional maturity when dealing with company-related and confidential matters. Capable of managing their workload and prioritizing tasks in a fast-paced corporate environment handling multiple and competing priorities.

Job Description:

Administrative Support
  • Undertake the tasks of receiving calls, taking messages and routing correspondence
  • Maintain calendars, arrange meetings and appointments and provide reminders
  • Take meeting minutes and accurately transcribe notes
  • Produce reports, presentations, and briefs
  • Develop and carry out an efficient documentation and filing system
  • Prepare various reports and information needed for business meetings
  • Organize projects and provide follow-up
  • Schedule on and off-site meetings including all logistical coordination
  • Prepare and process expenses, purchase orders and invoices for...
  • Limited travel is required
  • Other duties as assigned
Travel Manager - (Does not just book travel)
  • Manages the relationship with our travel partner (Travel Inc.), performs all travel approvals (must be able to review travel during the day, evenings, and weekends due to travel changes/emergencies w/ weather and other issues.)
  • Manages nationwide hotel and car relationships as well as negotiate rate agreement
  • Assists Finance with the travel budgets and provide travel reports annually with spending
  • Manage the corporate AMEX accounts and work with AP monthly to provide receipts and explanations for travel and meeting expenses
  • Provides credit card authorization forms to hotels for employees that do not have credit cards approving the use of Corporate AMEX use
  • Corporate meeting planner - Sources hotels for best rates and books all Company meetings to adhere to budgets (meeting sizes from 5 people to 600 people)
Office Manager
  • Manages the front desk receptionists and provides backup for the front desk for vacations, sick days, etc. Answers phones and provides front desk support when necessary
  • Manages the facilities maintenance staff to ensure proper cleaning and support for office functions. Manages relationship with our cleaning vendor and reviews/approves monthly cleaning invoices.
  • Manages the relationship with building management and parking company to include issuing employee parking badges and maintaining the corporate employee spreadsheet and update the building manager of any new hires, changes, or terminations
  • Coordinate employee seating charts for new hires
  • Manages relationship and tickets with National sports leagues
Confidentiality

Assure discreet handling of all business matters.

Ensure all information is sent in a secure manner

Education and Experience
  • Bachelor's degree in arts, sciences, business or related field OR 5+ years' experience in any field managing projects, budgets, scheduling or related field.
  • Five (5) to Seven (7) years administrative experience
  • One (1) to Three (3) years minimum experience in Project Management or closely related field
  • High proficiency with all MS Office applications: Outlook, Word, Excel, PowerPoint
  • Outstanding organizational skills and ability to handle multiple projects
  • Excellent customer service skills
  • Project management and timeline management experience
Language Skills
  • Ability to respond effectively to the most sensitive inquiries or complaints
  • Ability to effectively present written and/or verbal information in a clear, concise manner within a cross-functional team environment
  • Ability to read, analyze, and interpret complex documents


Mathematical Skills

Ability to grasp and manipulate timelines as they relate to projects to be able to provide key milestone updates to team members

Work Environment

This position requires working primarily in an office environment.

Location:
Sarasota, FL

Time Type:
Full time

Department:
Office Services

About the Company

B

Boar's Head

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