Administrative Assistant

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The Administrative Assistant provides support to the Senior Vice President of Business Development, the Vice President of Economic Inclusion, and their teams, including managing calendars, making travel and meeting arrangements, preparing reports and maintaining appropriate database systems. The Administrative Assistant is a resource for the day-to-day operations of the Business Development and Economic Inclusion teams at CenterState CEO. The Administrative Assistant also acts as a liaison between the leadership of CenterState CEO and key business and community leaders in the region.

Divisions/Departments: Business Development and Economic Inclusion

Reports to: SVP of Business Development and VP of Economic Inclusion

Classification/Status: Non-exempt; Full time

To apply: Forward cover letter and resume to:

Essential Job Duties and Responsibilities:

  • Manage calendars for the SVP of Business Development (BD) and the VP of Economic Inclusion (EI).
  • Schedule and coordinate all aspects of internal and external meetings (virtual and in-person), with partners, and individual stakeholder meetings for BD and EI Directors to include helping with technology, facilities and any other accommodations.
  • Manage travel coordination for Business Development and Economic Inclusion leadership and staff as needed.
  • Write emails, letters, memos, invitations and other documents.
  • Database entry, maintenance and report development, using a variety of software, including Salesforce and Excel.
  • Organize and send regular communications to members and stakeholders, including information packets and various other notices.
  • Respond to questions and monitor the posting of RFP’s and job ads for BD and EI.

Secondary Job Duties and Responsibilities:

  • Provide support at events and functions of the organization in the form of registration assistance, day of event coordination, and/or attendee/presenter assistance.
  • Provide assistance to SVP and VP with submission and reconciliation of expense reports.
  • Serve as primary backup to the executive assistant to the president and chief executive officer and other administrative assistant staff as needed.
  • Serve as a backup for producing Certificates of Origin documents for exporting.
  • Other duties as assigned within the scope of the position.

Supervisory Responsibilities: None

Education and Experience:

  • High school diploma or equivalent required. Associates or bachelor’s degree preferred.
  • A minimum of four years of proven administrative assistance or office assistance experience in an office setting.
  • Proficiency in Microsoft Office applications including Word, Excel and PowerPoint.
  • Salesforce experience preferred.
  • Working knowledge of general office equipment.

Special Requirements: None

Knowledge, Skills and Abilities:

  • Must be able to work within scheduled deadlines, with the ability to work varied hours outside of normal office hours.
  • Able to travel locally within the region to various events, meetings and appointments.
  • Must be a motivated initiative-taker and be able to work both on a team and independently.
  • Demonstrated positive customer service skills to internal and external stakeholders.
  • Strong written and verbal communication skills.
  • Ability to work well in a busy, fast-paced and professional environment.
  • Strong organizational skills with the ability to multi-task.
  • Able to speak, read, write and understand English.

Physical and Mental Requirements:

  • Close mental and visual attention required to perform work, verbal communication, using a computer terminal, and/or extensive reading.
  • General office equipment is used.
  • Must be able to lift and carry up to 20 pounds and push and/or pull up to 20-pound loads at a time relative to event-based equipment.
  • Must be able to sit for long periods of time.

Work Environment:

There is no exposure to known adverse environmental conditions. Work is performed in a typical office work environment.

Please note: Due to current pandemic the work environment may be temporarily remote or require the use of a mask or other personal protective equipment while on-site.

CenterState CEO is committed to creating a diverse and inclusive environment and are proud to be an equal opportunity employer without regard to race, creed, national origin, religion, sex (including pregnancy, childbirth or related medical conditions), gender, gender identity, age, marital status, physical or mental disability, predisposing genetic characteristics, sexual orientation, domestic violence victim status, military status or veteran's status.