Executive Assistant - Tampa (Hybrid)

Company Description

Insight Assurance is considered one of the fastest growing companies focusing on cybersecurity compliance. The company is a Florida registered and licensed CPA firm, PCI Qualified Security Assessor (QSA), and ISO 27001 Certification Body founded by former Big-4 professionals (Former EY) looking to simplify the world of IT compliance. With over 20 years of professional experience working with hundreds of organizations from startups to Fortune 500 companies on a variety of engagements; the team at Insight Assurance partners with organizations looking to meet their organizational and compliance goals.

 

Role Description

This is a role for a Bilingual Personal Assistant to the Company Founders at Insight Assurance. This is a hybrid position, requiring the candidate to work in the office once or twice a week, with the flexibility to work remotely for the remainder of the week. The ideal candidate should have exceptional communication skills, strong attention to detail, and the ability to handle sensitive information with discretion. This role is crucial for ensuring the smooth operation of daily activities and boosting the productivity of our company founders. Responsibilities include facilitating communication between executives and their teams, planning complex travel itineraries, managing schedules, and overseeing projects. This individual will serve as a trusted partner, managing critical tasks that enable the executive to focus on strategic priorities and driving the company's vision forward. The ideal candidate thrives in a fast-paced, high-pressure environment and has experience working in entrepreneurial or rapidly scaling organizations. 

 

Job Responsibilities

• Executive Support: Manage the day-to-day administrative tasks for C-level executives, including scheduling meetings, coordinating travel arrangements, and preparing reports.
• Communication: Act as the primary point of contact between executives and internal/external stakeholders. Draft, review, and edit correspondence Possess superior communication skills to interact with executives, staff, clients, and other stakeholders, ensuring clear and timely communication across all levels.
• Meeting Coordination: Organize and prepare materials for meetings, including agendas, minutes, and follow-up action items.
• Organizational skills: Deepen understanding of office processes and acquire knowledge about business protocols and procedures. Manage the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
• Communication Management: Serve as the primary liaison for executives, facilitating communication with internal and external stakeholders. Draft and edit correspondence and reports,
• Project Management: Assist in special projects and initiatives as needed, tracking deadlines and deliverables.
• Office Management: Oversee office supplies and equipment, ensuring a well-functioning office environment. Experience with a variety of office software such as email tools, spreadsheets, and databases.
• Confidentiality: Handle sensitive information with utmost confidentiality and professionalism.
• Process Improvement: Identify opportunities for process improvements and implement solutions to enhance efficiency.
• Maintain a system for tracking progress on goals and initiatives.
• Plan and manage domestic and international travel, ensuring seamless itineraries and handle last-minute changes and resolve travel-related issues efficiently.

 

QUALIFICATIONS

• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and delegate them when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Microsoft Office Suite and project management software (e.g., Asana, Trello).

 

EDUCATION & EXPERIENCE

• Bachelor’s degree in Business Administration or related field preferred.
• 5+ years of experience in an administrative assistant role or 3+ years of experience in an executive administrative support role, preferably in a corporate environment.

 

BENEFITS

• Competitive salary range based on experience and qualifications.
• Eligibility for quarterly performance-based bonuses.
• Paid Time Off (PTO)
• Professional development opportunities (training, workshops).