Front Desk Executive Assistant

Front Desk Executive Assistant

Location:

Tampa, FL

Volt Air, Inc., founded in 2006, is an engineering firm that provides Mechanical, Electrical, Plumbing, Fire Protection, and Information Technology design and commissioning services. We operate in seven locations in Tampa, Orlando, and Ft. Lauderdale, Florida;
Arlington and Houston, Texas;
Atlanta, Georgia; and Nashville, Tennessee.

The Front Desk Executive Assistant will provide high-level, front office administrative, operational, and strategic support for a fast-growing Tampa-based engineering firm with offices across the Southeast. This dynamic role serves as the first point of contact for the company and requires a highly skilled individual possessing a friendly and professional demeanor, while remaining effectively organized, proactive, and capable of anticipating the needs of a fast‑paced engineering environment.

• Adhere to company core values:
  • Excellence in Every Detail
  • Integrity and Accountability First
  • Empowering Teamwork and Mutual Respect
  • Service to Our Community
  • Innovation with a Purpose
• Provide executive-level support for CEO and other company leadership as necessary.
• Represent the company brand as the first point of contact for onsite visitors and inbound callers; includes front‑office duties such as answering phones, routing calls, and receiving visitors.
• Receive, sort, and distribute daily mail and deliveries.
• Monitor, track and place orders for inventory for all office and breakroom supplies.
• Ensure the breakroom is consistently stocked with refreshments, beverages, and other essentials.
• Schedule and provide hands‑on support for onsite and offsite meetings, training sessions, conferences, and company events.
• Coordinate development and distribution of agendas and materials for meetings, presentations, new hires, etc.
• Manage calendars, schedules, and travel for multiple personnel, including executives, candidates, and new hires.
• Coordinate onsite and offsite events: invitation management, attendee management, coordinating catering and pickup/delivery, set‑up and takedown, vendor interaction, event content and collateral, and other tasks as needed.
• Other duties as assigned, including assisting with employee communication (newsletter), editing documents, template creation, digital survey creation, file management, and organizing assets.
• Support various departments with clerical duties such as specification editing (Spec Link) and maintaining the company phone list.
• Process Professional Engineers license renewals and Certificates of Insurance requests as needed.
• Miscellaneous duties, as assigned, to include HR‑related tasks:
  • Interview coordination: scheduling interviews and managing logistics.
  • New hire onboarding process, orientation, etc.
  • Assist with organization and facilitation of training programs.
  • Assist with preparation and distribution of HR reports.
  • Record keeping and documentation management.

• Authorized to work in the United States and based in Tampa, Florida.
• Strong written and verbal communication, organizational, and customer service skills.
• Ability to work onsite in Tampa office during regular business hours Monday–Friday.
• High school diploma; associate or bachelor’s degree preferred.
• 5 or more years of experience in an executive assistant capacity, preferably for C‑Suite members in a fast‑paced office environment.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, etc.).
• Demonstrated ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Strong preference for engineering industry experience.

• Meet deadlines, work independently or as part of a team, accountable, maintain focus on objectives and goals.
• Excellent attention to detail and thoroughness in deliverables and communications; maintain high‑quality standards and good follow‑up skills.
• Ethical, honest, and accountable; maintain confidentiality, handle sensitive information with discretion and professionalism.

• Work normal business hours and extended hours,…