Administrative Assistant Job at Trilon Group in Orlando

Administrative Assistant

Department: Corporate/Administrative

Employment Type: Full Time

Location: Orlando, FL

Description

The Corporate Administrative Assistant provides comprehensive administrative support to the Director of Administration, COO, and EVP of Transportation. This role requires a proactive individual with exceptional organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. This role will handle both tangible and intangible services, ensuring smooth operations and effective communication within the organization.

Your Primary Responsibilities will include

Meeting Coordination and Documentation:

• Prepare and finalize meeting minutes.
• Coordinate meeting logistics, including scheduling, room bookings, sending reminders, compiling and filing reports, and catering.

E&O / Legal Support:

• Maintain and update the E&O tracking spreadsheet.
• Manage the documentation process for all incoming claims and potential claims, including distribution of, collection, and filing.
• Assist with opening legal numbers and notifying relevant parties.

General Administrative Duties:

• Monitor and manage the "Contact Us" inbox, forwarding messages to appropriate contacts.
• Assist with progress reports, invoicing, and various administrative tasks.
• Review and highlight UTE reports, flagging patterns of low utilization.
• Prepare and submit expense reports.
• Provide front desk coverage as needed.
• Assist with license renewal processes, maintaining all credits and documentation up to date.
• Update and verify timesheets, ensuring accurate posting of productive time.
• Manage pool vehicle keys and update inspection forms as required.
• Order office supplies and manage inventory.

Event and Travel Coordination:

• Arrange travel and accommodations for holiday parties, office visits, and other events.
• Ensure all travel details are accurately recorded and communicated.
• Coordinate with HR on events throughout the year; helping with setup/teardown as needed and ensuring executives can attend if pertinent.

Intangible Services:

• Maintain confidentiality and handle sensitive information with discretion.
• Exhibit strong interpersonal skills, fostering positive relationships within the team.
• Demonstrate flexibility and adaptability in a dynamic work environment.
• Provide proactive support, anticipating the needs of executives and addressing issues before they arise.
• Act as a point of contact between executives and internal/external stakeholders.

What you'll need

Requirements for Position:

• Proven experience as an Executive Assistant or similar role; Bachelor's degree preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and Teams.
• Ability to work independently and as part of a team.
• High level of professionalism and attention to detail.
• Legal experience preferred.
• Valid driver's license with approved/acceptable driving history required.

Working Conditions:

• Full-time position in the Orlando office (40 hours a week with possibility of overtime).
• Office environment and occasional on-call as needed.

DRMP Offers

• Excellent compensation package
• Outstanding holiday and paid-time-off programs
• 401(k) Plan and Match
• Career Path Development Program (Management & Technical Career Tracks)
• Mentorship Program
• Tuition Reimbursement
• Parental Leave
• Competitive health and dental insurance premiums
• Variety of voluntary benefit options
• Short-Term Disability/Long-Term Disability
• Company-furnished life insurance
• Employee Assistant Program (EAP)
• Flexible Spending Account
• and More

DRMP is a Drug and Alcohol Free workplace, an Equal Employment Opportunity employer and E-Verify employer.

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