Executive Administrative Assistant; Remote

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Full Time Clerical Bradenton, FL, US

2 days ago Requisition

Salary Range: $20.00 To $23.00 Hourly

First Choice Surveying is a Florida land surveying company. Our office team works remotely, and our field crews survey residential properties across the state. Our standard is simple: quality, reliability and efficiency on every order.

The Executive Administrative Assistant is the right hand of the Director of Operations. You keep his calendar, meetings, inbox and files organized so he can focus on running field and office operations. You will prepare and document meetings, handle routine communication, keep documents in order and prepare recurring reports. When the work connects to the Director, you will also give light support to other managers.

This is a focused administrative support role. The right person is organized, dependable and discreet, comfortable working on their own from home, and quick to learn the company’s systems and routines.

• Manage the Director of Operations’ calendar: schedule, confirm and reschedule meetings and calls
• Resolve conflicts and protect time for his priorities
• Send meeting invitations with the right attendees, links and materials
• Give him a clear view of the day and week ahead

• Prepare agendas and gather materials before meetings
• Take notes and record decisions and action items
• Send follow-ups and track open items until they are closed

• Monitor and organize routine email for the Director
• Draft responses for his review and route messages to the right person
• Flag time-sensitive items so nothing is missed
• Communicate professionally with staff, clients and vendors on his behalf

• Keep files organized and easy to find in Microsoft 365 and Share Point
• Follow the company’s naming, filing and version practices
• Handle confidential documents with care

• Enter data accurately and prepare recurring reports in the company’s format
• Check reports for accuracy before they go out
• Deliver reports on schedule

• Handle day-to-day administrative tasks for the Director of Operations
• Support other managers with tasks connected to the Director’s work
• Keep simple trackers and lists current
• Take on other related administrative duties as assigned

This role stays within administrative support for the Director of Operations. Human resources work such as new employee setup and employee documents is handled by the company’s HR partner, not this role. Duties outside administrative support are not part of this position unless this description is formally updated.

• Owns the Director’s calendar and scheduling
• Handles general administrative requests reliably
• Completes the training videos and learns the company’s systems
• Prepares and documents the Director’s meetings
• Manages routine email with little direction
• Tracks follow-ups until they close
• Prepares recurring reports in the company’s format
• Keeps documents organized to company practice
• Works independently across all six areas

• Organization:juggles several priorities and deadlines without dropping details.
• Communication:writes clear, professional email and speaks with confidence on the phone and video calls.
• Discretion:handles confidential information, including leadership email and documents, with care.
• Accuracy:enters data and prepares reports carefully…