Overview
Event & Administrative Coordinator Jobs in Tampa, FL at AVIT, LLC
Position Title: Executive assistant
Location: LaPlata MD
Position Type: Full-Time 30-40 hrs
NOTE: must have access to an I phone and your own laptop with a working webcam and microphone
Salary: $20 starting out
The Enrollment Specialist & 1-1 Health Coach will serve as a primary point of contact for individuals enrolling in our health and wellness programs. This dual-role combines guiding prospective clients through the enrollment process with providing personalized health coaching to improve clients’ overall well-being, including weight management, chronic disease prevention, and lifestyle modifications.
Key Responsibilities
ROLE
(position overview)
As an Executive Assistant to provide personalized administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to the CEO’s work/personal life & communication, as well as with the Head of Ops on critical projects. You will handle everything from scheduling management to helping advise the CEO and Head of Ops on large company decisions based on your proximity to the CEO.
RESPONSIBILITIES:
Developing positive client relationships with consistent and timely communication and responses to clients. This is one of the most important roles of this position.
Organizing travel and complicated itineraries
HEAVY project management between CEO and other staff members.
Attending and organizing meetings while making sure the CEO is well prepared & that all notes/action items are taken/distributed quickly
Retrieving, opening and organizing mail and taking action on handling time-sensitive responses
Mailing or shipping various items for the CEO
Working with CEO to schedule or cancel various appointments
Dealing with incoming emails, calls, inquiries on behalf of either party, acting as a liaison when appropriate
Pre-scheduling all insurance updates, license renewals, doctors appointments, and all other vital documents to maintain proper business and protect the CEO from wasted time.
Relationship management with friends, team members, and colleagues. Aka keeping track of birthdays, anniversaries, and high achievement and sending gifts regularly to them on behalf of the CEO.
Responsible for sitting in on meetings not absolutely necessary of CEO and taking notes
Able to run miscellaneous errands as needed
To assist with any other tasks not directly in need of CEO
ANY other duties deemed necessary by the CEO
RESULTS:
All appointments, meetings, events are calendared in a timely fashion and reminders are set to preference
All meetings are prepared for and documented 2-3 days prior
All events are planned, coordinated, and managed ahead of time
Any and all mail interactions not needing the CEO directly are screened and handled.
Vital personal appointments are set at least 1 month out and prescheduled
CEO is supported with miscellaneous tasks as needed
Projects are planned, coordinated, and managed ahead of time
The CEO doesn’t have to ‘search’ or ask for answers, YOU find and deliver the answers and anticipate the answers they need.
Systems to improve the life of the CEO are designed consistently.
All relationships for the CEO’s life is effectively managed and gifts/letters are sent out on time
All travel is correctly booked, flights checked in, and hotel addresses input into the calendar.
Vital business and any/all personal appointments are set at least 1 month out and prescheduled.
REQUIREMENTS
Has a flexible schedule
Works well under tight deadlines and pressing situations
Has high tolerance to stress and is ‘unwavering’
Ability to adapt to an insanely fast growing company and changing/moving up of role
Ability to design organizational systems on behalf of CEO
Good at managing multiple, various requests and projects at one time
Understands how to book and manage travel itineraries
Has excellent planning skills
Ability to follow routines and integrate routine with new requests
Dependable, reliable and consistent
Ability to design organizational systems on behalf of CEO
Good communication skills. Both written and spoken.
Efficient with email, phone, etc
Understands the following platforms; click funnels, go high level, copper CRM
Ability to hold the CEO accountable and consistently updated of project deadlines and calendar items in a simple communication format
working knowledge of GSuite – Gmail, Google Calendar, Google Drive, Google Sheets, Google Docs. *this is an important one – we are looking for someone who has a high level of all Google platforms.
Able to consistently maintain a positive, can-do attitude no matter what and reflect the demeanor of CEO
Innate ability to seek out answers from other sources and problem-solve with little input from Supervisors
Job Type: Part-time
Pay: $26.00 per hour
Expected hours: 20 – 30 per week
Schedule:
4 hour shift
Day shift
Work Location: In person
Title: Event & Administrative Coordinator
Company: AVIT, LLC
Location: Tampa, FL
