Ultimate Staffing
Executive Assistant/Event Coordinator
Ultimate Staffing, Tampa, Florida, us, 33646
Executive/ CEO SupportWork with appropriate team members to execute/ deliver communications to investors and stakeholders on behalf of the CEO and Chair.Maintains up-to-date lists for the CEO of all investor levels, stakeholders, etc.Maintain organized electronic files of all meetings including approved minutes, etc. on a shared drive.Investor and Stakeholder RelationsProvide leadership to build and maintain strong working relationships with Investors and related Executive Assistants and support staff critical to the success of the organizationOnboard new investors. Coordinate and curate all materials for new board members and their working group designees.Provide investor support by answering questions from EAs and investors regarding logistics, last minute changes, materials, etc.Handle time-sensitive information to investors for a quick turn-around in high-volume situations.Process monthly invoicing for investor renewals including drafting emails from President and ensuring accuracy of invoices going out.Meeting and Event ManagementSchedules, coordinates, executes all task force, working group and Executive Office meeting logistics including Council of Governors meetings, Finance and Operations meetings, Working Group meetings, Chairs meetings, other task force meetings, and stakeholder meetingsSchedules, coordinates, executes all events including the State of the Region Community event, bi-monthly Leadership Breakfasts, quarterly Regional Roundtables, annual Tallahassee trip, benchmarking trips as needed, etc.Manages heavy calendar management, requiring interaction with both internal and external executives, other executive assistants and external vendors to coordinate a variety of committee meetingsManages special projects and coordination of events, including tracking and providing RSVP list, creating agendas and other materials for CEO, Chair and staff as needed at the meetingsSend Outlook notices/ emails on CEO's or Chair's behalf to participants, manage RSVP list including follow up for attendanceCreate books and materials in Board Effect and notify attendees when materials are ready. Print name tags/ tents as needed. Update appropriate workgroup libraries as required.Coordinate with all guest speakers including setting up pre-meeting calls with President and ensuring timely delivery of presentation materials.Full charge of all offsite meetings including meeting space and logistics, venue, room set up, menu, A/V and contracts as required.
Office Administrative SupportManage routine office maintenance issues and submit building support/ maintenance requests.Manage conference room reservations and schedule, maintain all company calendars.Act as liaison for facility management, technology, phone systems and copiers.Manage, maintain, and update office databases
Desired Skills and Experience
Executive/ CEO Support* Work with appropriate team members to execute/ deliver communications to investors and stakeholders on behalf of the CEO and Chair.* Maintains up-to-date lists for the CEO of all investor levels, stakeholders, etc.* Maintain organized electronic files of all meetings including approved minutes, etc. on a shared drive.
Investor and Stakeholder Relations* Provide leadership to build and maintain strong working relationships with Investors and related Executive Assistants and support staff critical to the success of the organization* Onboard new investors. Coordinate and curate all materials for new board members and their working group designees.* Provide investor support by answering questions from EAs and investors regarding logistics, last minute changes, materials, etc.* Handle time-sensitive information to investors for a quick turn-around in high-volume situations.* Process monthly invoicing for investor renewals including drafting emails from President and ensuring accuracy of invoices going out.
Meeting and Event Management* Schedules, coordinates, executes all task force, working group and Executive Office meeting logistics including Council of Governors meetings, Finance and Operations meetings, Working Group meetings, Chairs meetings, other task force meetings, and stakeholder meetings* Schedules, coordinates, executes all events including the State of the Region Community event, bi-monthly Leadership Breakfasts, quarterly Regional Roundtables, annual Tallahassee trip, benchmarking trips as needed, etc.* Manages heavy calendar management, requiring interaction with both internal and external executives, other executive assistants and external vendors to coordinate a variety of committee meetings* Manages special projects and coordination of events, including tracking and providing RSVP list, creating agendas and other materials for CEO, Chair and staff as needed at the meetings* Send Outlook notices/ emails on CEO's or Chair's behalf to participants, manage RSVP list including follow up for attendance* Create books and materials in Board Effect and notify attendees when materials are ready. Print name tags/ tents as needed. Update appropriate workgroup libraries as required.* Coordinate with all guest speakers including setting up pre-meeting calls with President and ensuring timely delivery of presentation materials.* Full charge of all offsite meetings including meeting space and logistics, venue, room set up, menu, A/V and contracts as required.
Office Administrative Support* Manage routine office maintenance issues and submit building support/ maintenance requests.* Manage conference room reservations and schedule, maintain all company calendars.* Act as liaison for facility management, technology, phone systems and copiers.* Manage, maintain, and update office databases
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
Office Administrative SupportManage routine office maintenance issues and submit building support/ maintenance requests.Manage conference room reservations and schedule, maintain all company calendars.Act as liaison for facility management, technology, phone systems and copiers.Manage, maintain, and update office databases
Desired Skills and Experience
Executive/ CEO Support* Work with appropriate team members to execute/ deliver communications to investors and stakeholders on behalf of the CEO and Chair.* Maintains up-to-date lists for the CEO of all investor levels, stakeholders, etc.* Maintain organized electronic files of all meetings including approved minutes, etc. on a shared drive.
Investor and Stakeholder Relations* Provide leadership to build and maintain strong working relationships with Investors and related Executive Assistants and support staff critical to the success of the organization* Onboard new investors. Coordinate and curate all materials for new board members and their working group designees.* Provide investor support by answering questions from EAs and investors regarding logistics, last minute changes, materials, etc.* Handle time-sensitive information to investors for a quick turn-around in high-volume situations.* Process monthly invoicing for investor renewals including drafting emails from President and ensuring accuracy of invoices going out.
Meeting and Event Management* Schedules, coordinates, executes all task force, working group and Executive Office meeting logistics including Council of Governors meetings, Finance and Operations meetings, Working Group meetings, Chairs meetings, other task force meetings, and stakeholder meetings* Schedules, coordinates, executes all events including the State of the Region Community event, bi-monthly Leadership Breakfasts, quarterly Regional Roundtables, annual Tallahassee trip, benchmarking trips as needed, etc.* Manages heavy calendar management, requiring interaction with both internal and external executives, other executive assistants and external vendors to coordinate a variety of committee meetings* Manages special projects and coordination of events, including tracking and providing RSVP list, creating agendas and other materials for CEO, Chair and staff as needed at the meetings* Send Outlook notices/ emails on CEO's or Chair's behalf to participants, manage RSVP list including follow up for attendance* Create books and materials in Board Effect and notify attendees when materials are ready. Print name tags/ tents as needed. Update appropriate workgroup libraries as required.* Coordinate with all guest speakers including setting up pre-meeting calls with President and ensuring timely delivery of presentation materials.* Full charge of all offsite meetings including meeting space and logistics, venue, room set up, menu, A/V and contracts as required.
Office Administrative Support* Manage routine office maintenance issues and submit building support/ maintenance requests.* Manage conference room reservations and schedule, maintain all company calendars.* Act as liaison for facility management, technology, phone systems and copiers.* Manage, maintain, and update office databases
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.