Meetings & Events Administrative Assistant Job Fort Myers area,Florida USA,Administrative/Clerical

Job Title:
Meetings & Events Administrative Assistant

Job Duration: 6 months

Job Location:
Fort Myers, FL

Job Summary:

Provide high-level administrative and operational support to the Head of Global M&E Operations and the M&E Leadership Team, ensuring the seamless execution of daily departmental functions.
This role requires handling confidential, strategic, and time-sensitive information with discretion, while contributing to the overall efficiency and effectiveness of the team's operations.

Job Responsibilities:

Provide comprehensive calendar management for the Executive, including scheduling domestic and international travel, coordinating special events, and preparing detailed itineraries and support materials.
Coordinate Executive meetings, department activities, and conference calls, ensuring agendas are created, materials are prepared, and follow-up actions are tracked.
Prepare and distribute meeting notes, record key takeaways, and maintain accurate documentation of action items for recurring and ad-hoc meetings.
Support the Executive with daily operations such as expense reporting, proofreading, appointment scheduling, correspondence, and other administrative tasks as assigned.
Perform a variety of administrative functions with a high level of discretion, professionalism, and independent judgment.
Manage purchase requisitions, invoice approvals, and Purchase Order requests for the Executive and the Global M&E team, ensuring accuracy and timely processing.
Oversee contract management processes including review, research, and summarization for Executive approval; ensure compliance with company policies and timely handling.
Collaborate with project stakeholders and finance teams to monitor budgets, analyze project costs, and track variances, providing detailed financial reports as needed.
Maintain and update key departmental tracking tools, such as the commissions and savings spreadsheet; and deliver bi-weekly updates to the Head of M&E Operations.
Partner with the Global M&E team to support and monitor progress on global and regional branding initiatives, ensuring timely follow-up and deadline adherence.
Maintain high-quality presentations and reports for executive use.
Facilitate onboarding and transition support for new hires within the Global M&E team.
Manage departmental supply inventory and place orders as necessary to ensure operational readiness.
Provide consistent, proactive administrative support to the Global M&E team

Qualifications:

The qualifications outlined below represent the minimum knowledge, skills, and abilities required for successful performance in this role.

Knowledge:

Strong understanding of departmental policies, procedures, and internal workflows.
Proficient in business software applications including reporting tools, word processing, spreadsheets, and presentation platforms.

Skills and Abilities:

Advanced administrative and organizational skills with strong attention to detail.
Excellent interpersonal, verbal, and written communication abilities.
Proven ability to handle confidential and time-sensitive information with discretion and professionalism.
Highly self-motivated with a strong work ethic and the ability to work both independently and collaboratively.
Effective time management and prioritization skills in a dynamic environment.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Capable of building consensus and navigating cross-functional teams.

Supervision:

Operates with a high degree of autonomy while seeking guidance as needed.

Education and Experience:

Bachelor's degree preferred; equivalent combination of education and experience will be considered.
Minimum of 2-5 years of relevant administrative or operations experience.

Licenses and

Certifications:

None required.

Language

Skills:

Ability to read, interpret, and create business correspondence and reports.
Capable of effectively communicating concepts and collaborating with peers across departments.

Skills:

Proficient in Word, Excel and Power Point

Physical Demands

May involve standing, walking, stooping, bending, kneeling, and climbing stairs.
- Regular use of hands and arms may be required.

Work Environment

Typical office setting with exposure to standard business equipment and systems.
Reasonable accommodations may be made to support individuals with disabilities in performing the essential duties of the role.


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