Executive Office Coordinator na ODYSEA AQUARIUM LLC

Description

POSITION SUMMARY:

The Executive Office Coordinator is responsible for providing comprehensive administrative support to the Executive Leadership Team. This position performs a variety of executive support tasks, including project coordination, travel logistics, event coordination, and tactical organization of meetings and calendaring. We are looking for an individual who is comfortable being a member of a high-performing team and maintains a professional appearance and demeanor. The ability to multi-task, communicate effectively, pay attention to detail, and remain efficient is essential in this position. The ideal candidate for this job is resourceful, a good problem solver, a self-starter, a proactive thinker, and very organized. Assuring a steady completion of workload in a timely manner is key to success in this position. 

MAJOR DUTIES AND RESPONSIBILITIES:

• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
• Prioritize and manage multiple projects simultaneously and follow through on tasks in an efficient and timely manner that is observant of crucial deadlines.
• Supporting the corporate accounting team with administrative duties such as preparing, organizing, and storing information in paper and digital form.
• Responsible for managing information in the Investor Management system.
• Deal with investor queries by phone and/or email.
• Assume responsibility for maintenance of office equipment by contacting appropriate vendors when service is required.
• Generate memos, emails, and reports when appropriate. 
• Maintain office supplies by checking inventory and ordering items as needed.
• Managing executive calendars and arranging meeting schedules.
• Arranging travel accommodations and submitting expense reports as necessary.
• Maintain timelines, organization, and the status of multiple projects.
• Preparing and editing PowerPoint presentations, word documents, and Excel spreadsheets for meetings and distribution.  
• Provide administrative support to projects, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Assist in the preparation and distribution of project-related documents, reports, and presentations.
• Maintain project documentation and files, ensuring they are organized and up to date.
• Assist in project planning and scheduling, including creating and updating project timelines and any applicable project management tools.
• Monitor project progress and assist in tracking milestones and deliverables.
• Communicate with the stakeholders involved in the project to gather status updates and ensure tasks are completed on time.
• Assist in the preparation of project budgets and expense reports.
• Collaborate with stakeholders to gather requirements and ensure project objectives are met.
• Serve as a point of contact for internal and external stakeholders, responding to inquiries and providing information as needed.
• Assist in the identification and resolution of project issues and risks.
• Support team members involved in projects ensuring compliance with project management methodologies and standards.
• Contribute to the continuous improvement of project management processes and procedures.
• Perform other duties as workload necessitates.

Requirements

PHYSICAL AND MEDICAL REQUIREMENTS:

• Ability to operate a computer and keyboard.
• Ability to sit and stand for long periods.
• Ability to push/pull up to 50 pounds.
• Ability to use hands to finger, handle, or feel; and reach with hands and arms.
• Ability to balance, stoop, kneel, crouch, climb stairs, or crawl.
• No impairment of sight, smell, hearing, touch, balance, and agility of movement which might interfere with the ability to work.
• Must be able to take directional cues directly or indirectly.
• Allergies related to animals or plants, which might interfere with ability to work, must be controlled by medications or protective equipment.
• Ability to stand for long periods of time, as well as walk.
• Specific vision requirements for this job include close vision, color vision, depth perception, and the ability to focus.
• Ability to work in an environment that may be loud at times.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED EXPERIENCE:

• A High School diploma or GED is required. College degree preferred.
• 3 - 5 years experience in an administrative capacity.
• 3 years of experience working in a corporate office setting.
• Must have strong communication and customer service skills. 
• Must be able to handle confidential information.
• Must be thorough and pay attention to detail.
• Able to work well with internal and external customers.
• Ability to work independently with little to no supervision.
• Excellent verbal communication skills.
• Flexible and open to change.
• Must be willing to work a minimum of 40 hours per week.
• Solid computer and MS Office skills.