Overview
Administrative Support IV (BUILDING) Jobs in Sunrise, FL at City of Sunrise
Overview: The Executive Assistant / Office & Facilities Manager will perform a wide range of high-level administrative and operations activities to ensure a productive work environment and efficient office operations. This role will provide proactive support to the C-suite and board of directors by providing travel, calendar, and meeting management. This person will support other functional teams as needed through office management responsibilities.
The individual in this role provides high-level administrative support to senior executives, manages their calendars and travel schedules with close attention to detail, acts as a close partner with decision-making authority and often anticipates their needs, manages complex projects, events, and schedules, handles sensitive information, coordinates meetings and team activities such as calendar management and travel planning, interacts with external stakeholders, and generally ensures the smooth operation of their daily activities,
The individual in this role will also be serving as Front Office/Reception support, greeting guests, maintaining operational supplies, and providing general administrative support. The EA will play a key role in planning team events and ensuring an open and productive work environment. This role will also require management of the facilities to ensure a safe work environment.
Responsibilities:
Serve as the initial, highly professional interface with key external contacts such as customers, investors, and vendors by demonstrating effective written and verbal communication with external as well as all internal contacts including management, board members, staff, and contractors
Developing & maintaining strong working and business relationships with management, striving to provide excellent customer service
Perform intermediate to advanced desktop publishing including word processing, spreadsheets, and presentations
Draft, review, and/ or edit written material to ensure accuracy, neatness, correct punctuation, formatting, and grammar; recommend changes to improve readability and clarity
Proactively managing the senior executive’s calendars by scheduling meetings, appointments, and calls, including managing conflicts and prioritizing requests, including agenda preparation, materials distribution, travel bookings, and food and entertainment bookings for internal and external visitors or staff
Gain an understanding of senior executives’ typical schedule and travel needs and preferences and support executives with a demonstrated proactive understanding of and attention to those details
Transcribe information of a technical, confidential, and/or sensitive nature; may be required to take meeting minutes from time to time
Make travel arrangements, including booking domestic and international travel, including flights, accommodations, transportation, and coordinating itineraries
responsible for accurate and timely processing of travel expense reimbursements for the CEO and staff through the Concur system for payment or receipt documentation with proper coding
Coordinate in-office daily lunch for staff and as-needed food service for other meeting needs
Handling incoming and outgoing communications, including emails, phone calls, and letters, often requiring discretion in screening and routing
Assist with presentations and related collateral materials, including drafting and editing documents, presentations, reports, and correspondence on behalf of the executive
Assisting with specific projects and larger meetings by coordinating tasks, timelines, and deliverables, including quarterly board meetings, quarterly ELT meetings, quarterly SLT meetings, and quarterly earnings cycles.
Assist with receiving of goods, if needed
Help establish and maintain office systems such as electronic filing systems and office equipment
Develop and demonstrate a working knowledge of office systems and serve as the primary “go to” person for frequently asked questions
Support interface with external service providers such as facilities vendors, IT, etc.
Office and common room/kitchen supply management
Expedite vendor orders when required
Place Purchase Orders from properly completed and approved purchase requisitions, if needed
Collect properly authorized packing slips and proof of receipt
Oversee facility repairs and maintenance in collaboration with property management
Identify and implement process improvements to enhance office efficiency and effectiveness
Skills/Qualifications:
Associates’ or Bachelors’ degree in Business or the equivalent knowledge and experience required
Requires a minimum of 7+ years of experience in a similar role, Medical Device / Life Science experience is a big plus
Must demonstrate intermediate to advanced computer skills and software application proficiency including expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Sharepoint), Outlook email and calendar applications, and expertise in setting up appropriate audio / visual for meetings of various sizes
Proactive ability to identify potential needs and issues before they arise
Ability to multi-task and prioritize multiple projects at one time to meet deadlines
A track record of serious commitment to accuracy and quality while meeting goals or deadlines
Demonstrated exceptional work ethic, and a “can-do” proactive service attitude
Excellent organization skills and attention to detail
Experience working across all levels of an organization and strong cross-functional collaborator
Excellent written and verbal communication
Assisting with specific projects by coordinating tasks, timelines, and deliverables
Proven experience handling confidential and sensitive information with the ability to exercise discretion and show good judgment; honesty, integrity, and trust building behaviors in all dealings is essential and required
Must have excellent customer-service orientation, high degree of professionalism, and ability to work with limited direction
Self-motivated, with initiative and the ability to take ownership of, and follow through with, assigned tasks
For California, the base salary range for this position is $140,000-$190,000 (highly qualified) a year. The Company maintains highly competitive, performance-based compensation programs.
#LI-Onsite
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor 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 contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
Title: Administrative Support IV (BUILDING)
Company: City of Sunrise
Location: Sunrise, FL
