Executive Administrative Assistant

We are recruiting for an Executive Administration Assistant/Office Manager that will work under the direction of the Vice President of the Florida Business Unit in Tampa, FL.  

SUMMARY

Maintains and supports the business unit by providing administrative support functions including communication management, scheduling management, and office management for the Vice President and department Directors as required. Manages multiple administrative responsibilities to ensure efficient and effective operations. Serves as technology and software expert.

RESPONSIBILITIES

• Maintains calendars for business unit and Vice President including scheduling of meetings, conference calls, etc.
• Responsible for maintaining event calendar and coordination of all events.
• Serves as office manager with oversight for managing all equipment, furniture, fixtures, etc.
• Responsible for Vice President travel arrangements including coordination of schedules with customers, colleagues, etc.
• Responds to written requests for information as required including creating business unit publications.
• Participates in and summarizes meetings as required.
• Manages external and internal phone calls and e-mails as required.
• Compiles information and data required for routine and ad hoc meetings and presentations. Develops presentations for Vice President and other department meetings as required.
• Provide routine administrative support to various business unit directors as periodically requested.
• Supports project management activities for special projects as required including contributing in projects; sequencing project elements; monitoring project progress; coordinating activities; recommending actions; resolves problems.
• Maintains professional and technical knowledge by attending educational workshops; reading professional publications; establishing personal networks; and participating in professional societies.
• Contributes to team effort by accomplishing related results.
• Occasional overnight travel
• Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• Allocates program costs by preparing operational and risk reports for analyses.
• Maintains staff by recruiting, selecting and orienting employees. Maintains staff job results by training coaching, counseling and disciplining employees, planning, monitoring and appraising job results.
• Maintain professional and technical knowledge by attending educational workshops; reading professional publications; establishing personal networks; or participating in professional societies.
• Contributes to team effort by accomplishing determined Financial and Key Result Area targets pursuant to Company Plan guidelines.
• Job duties may change with or without notice

REQUIREMENTS

• High school diploma or equivalent required; AA or BS preferred.
• Five (5) years’ experience in executive administrative support role.
• Proficient in Microsoft Office including Outlook, Word, Excel, PowerPoint; Access, Photoshop and Adobe preferred.
• Knowledge of retail business preferred.
• Strong verbal and written communication skills.
• Ability to work flexible hours with limited direct supervision; strategic approach with high level of organization skills to manage multiple and constantly changing priorities.

Circle K is an Equal Opportunity Employer.
The Company complies with the Americans with Disabilities Act (the ADA) and all state and local disability laws.  Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the ADA and certain state or local laws as long as it does not impose an undue hardship on the Company. Please inform the Company’s Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.

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