Executive Assistant I St. Petersburg, FL

Job Description Summary

Perform a variety of administrative tasks aimed to optimize the time and performance of a manager or employees of a department; higher level roles will work for higher level managers or departments. Tasks may involve acting as a first point of contact, dealing with correspondence and phone calls, managing diaries, organizing meetings and appointments, preparing documents or reports, and controlling access to the manager or the department. May involve dealing with confidential information. Alternative name: Secretary, Administrative Assistant.

Job Description

Raymond James is seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and operational support to senior executives. This role serves as a trusted business partner, managing complex schedules, coordinating communications, facilitating key business activities, and ensuring the efficient execution of executive priorities. The ideal candidate demonstrates exceptional discretion, strong organizational skills, sound judgment, and the ability to manage multiple competing priorities in a fast-paced financial services environment. The candidate should demonstrate the ability to think strategically while executing tactically. This position will require onsite work at our St. Petersburg, FL office at least 4 days per week, in alignment with the supported executive's schedule.

Responsibilities:

Executive Support

• Manage complex calendars, appointments, and meetings for senior executives.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and expense reporting.
• Prepare and organize meeting materials, agendas, presentations, reports, and correspondence. Review PowerPoint material suggesting edits and improving presentation.
• Screen calls, emails, and requests, prioritizing communications based on business urgency and executive preferences.
• Anticipate executive needs and proactively resolve scheduling or operational conflicts.
• Drive cross-functional initiatives on behalf of executive leadership.

Meeting and Event Coordination

• Schedule and coordinate leadership meetings, client meetings, town halls, and special events.
• Prepare meeting agendas, take notes, track action items, and ensure timely follow-up.
• Coordinate logistics for executive off-sites, leadership retreats, and business functions.
• Partner with internal stakeholders to ensure successful execution of meetings and events.

Business Operations Support

• Manage expense reports, invoices, procurement requests, and administrative budgets.
• Maintain confidential records, files, and documentation in accordance with company policies.
• Assist with special projects, business initiatives, and organizational priorities.
• Develop and improve administrative processes to increase efficiency and effectiveness.
• Coordinate with Facilities, IT, and other support teams to quickly resolve office, equipment, and technology issues.
• Ensure the executive office and floor are fully operational, including maintaining office supplies, refreshments, and overall executive hospitality.

Stakeholder Management

• Serve as a key point of contact for internal and external stakeholders, including senior leaders, clients, and vendors.
• Build strong cross-functional relationships across departments.
• Represent the executive office with professionalism, discretion, and exceptional customer service.

Confidentiality and Compliance

• Handle highly sensitive and confidential information with the utmost integrity and discretion.
• Ensure compliance with Raymond James policies, regulatory requirements, and corporate governance standards.

Qualifications

• High School Diploma (required) or Bachelor's degree or equivalent combination of education and experience.
• 5+ years of executive-level administrative support experience, preferably in financial services, banking, or a corporate environment.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong calendar management and travel coordination experience.
• Excellent verbal and written communication skills.
• Exceptional organizational skills with strong attention to detail.
• Ability to manage multiple priorities while meeting deadlines.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.

Preferred

• Experience supporting C-suite, Executive Vice Presidents, or senior leadership teams.
• Experience using expense man