Overview
Executive Administrator Jobs in Winter Park, FL at ZIO
Position Summary:
The Administrative Assistant is a highly visible and valued member of the Porter Pipe & Supply Headquarters office team in Addison. This position provides key support to both executive leadership and day-to-day office operations. This position includes a variety of administrative responsibilities, including executive calendar coordination and logistical support for meetings, travel, and office events. It requires exceptional interpersonal communication, professionalism, attention to detail, discretion with sensitive information, and a proactive, service-minded approach. The Administrative Assistant provides excellent customer service to internal and external customers and demonstrates strict confidentiality with all team members while serving as an ambassador of our culture.
Essential Functions:
Manage calendars and provide comprehensive administrative support to the executive committee.
Coordinate all travel and lodging arrangements for the executive and Addison teams, including airfare, hotel accommodations, and conference registrations for industry and professional events.
Coordinate meeting logistics for executive, leadership, and warehouse meetings, including room reservations, ordering meals, preparing printed materials, and ensuring proper room setup; serve as the go-to resource for conference room technology and readiness.
Provide support to the Inside Sales team by answering phones and directing customer calls as needed.
Manage reservations for our Culture Space and provide training and ongoing support for the reservation system.
Assist in the preparation and mailing of monthly customer invoices and statements.
Collaborate with the Purchasing team to research and follow up on open purchase orders and verify current status.
Generate and distribute backorder reports for select customers on a daily basis.
Schedule and support vendor-led lunch and learn sessions, as well as after-hours “Happy Hour” events.
Organize customer appreciation events such as the BBQ Wagon lunches at job sites, managing scheduling and logistics, particularly during peak summer months.
Support the planning and execution of holiday lunches and other customer appreciation initiatives.
Coordinate daily birthday reminders and prepare monthly birthday and anniversary cards to celebrate team members.
Process orders for business cards promptly and accurately.
Oversee ordering and maintain optimal inventory levels of office supplies, proactively anticipating team needs.
Deliver helpful, professional, positive communication in person, over the phone, and via email to both internal and external stakeholders.
Act as the primary backup to the receptionist during lunches, breaks, and absences, ensuring uninterrupted front office coverage and a welcoming experience for all visitors.
Uphold strict confidentiality and exercise discretion when managing sensitive or personal information.
Adhere to all company safety policies, procedures, and standards.
Perform additional duties as assigned to support the headquarters office.
Required Knowledge, Skills, and Abilities:
Exceptional organizational skills with keen attention to detail.
Proven ability to build trust and foster positive relationships with both internal teams and external contacts.
Collaborative team player who is also self-driven, demonstrating a proactive and service-oriented approach.
Strong integrity, discretion, and professionalism in handling confidential information and sensitive matters.
Excellent time management skills, capable of prioritizing and managing multiple competing responsibilities efficiently.
Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
Fluency in English, both written and verbal.
Required Experience and Education:
High school diploma required; associate’s degree preferred.
Minimum of three years of administrative experience required; preferably supporting executive leadership, meeting and travel logistics, or office operations.
Physical Demands:
Must be able to lift, carry, push or pull objects up to 20 pounds.
Requires visual, hearing and speech acuity.
Frequently required to sit, stand, walk and climb stairs.
Ability to use hands to operate office equipment.
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Title: Executive Administrator
Company: ZIO
Location: Winter Park, FL
