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Executive Assistant

Location: Saint Petersburg
Posted on: January 16, 2022

Job Description:

JOB SUMMARYThis position is responsible for supporting a GVP and their leadership team by managing all aspects of their day-to-day activities including schedule, travel arrangements, correspondence, messages and communication with internal and external contacts. Represent the company at the highest level during frequent contacts with leaders of the business organizations and employees. Assist Senior Leadership of Government Affairs in franchise-related administrative LFA support including sending 626 notices and other correspondence as well as assisting with compilation of annual reports or franchise audits.Also complete numerous special projects at request.MAJOR DUTIES AND RESPONSIBILITIESManages the GVP's correspondence, including e-mails, phone calls, letters and visitors; answer routine and some complex inquiries, support activity tracking from meetings, and obtain and furnish information on behalf of executives; prioritizes executives' incoming communications to ensure they are aware of key issues. Some specific examples of these activities include:--- Meeting Management o Calendar management, accounting for day-to-day meetings, calls and movements o Identify and reserve meeting space, arrange and support on-site and off-site meeting locations o Regularly review scheduled meetings, reevaluate priorities, and modify previous scheduled appointments o Update multiple regional and leadership calendars via the Outlook system--- Travel Support o Perform day to day administrative duties of the Travel and Expense reporting processes, ensuring all transactions are successfully posted and resolve any discrepancies including proactively collecting receipts from outside sources and uploading as required for expense reporting--- Budgeting and Accounting o Identifying appropriate documentation, establishing new vendor accounts and correcting vendor account changes through ticketing system o Support distribution and tracking of political and third party contributions and compliance correspondence and manage political compliance documentation--- Franchising Support o Print and mail franchise and LFA notices and other correspondence--- Office Management o Process catalog orders and other office supplies needs for the region o Track and maintain mail and other correspondence o Prepares and maintains confidential information and data o Manage critical business record and files--- Other Executive Support o Prepares executives for travel, public events and speaking engagements by compiling relevant information and contributing content to composition of presentations, speeches or other correspondence o Organizes and prepares complex documents requiring the integration of multiple office technology and software applications o Acts as a resource for word processing, PowerPoint and spreadsheet application o Researches, compiles and analyzes information and data for executives' GAA132 294231-1 294231BR

Keywords: SPECTRUM, St. Petersburg , Executive Assistant, Other , Saint Petersburg, Florida

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