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Position Summary

Seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to the Senior Vice President and Treasurer, the Senior Vice President and Chief Risk Officer, and others within the department. Responsibilities include executive calendar management, travel coordination, meeting and event logistics, and assistance with key finance and tax operations. The ideal candidate is detail-oriented, adaptable, and able to maintain confidentiality while supporting high-level executives in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support (30%)

• Manage calendars and schedule meetings/conference calls for senior executives

• Coordinate complex travel arrangements, including itineraries, transportation, and accommodations

• Prepare and submit accurate and timely expense reports

• Draft, proofread, and edit correspondence, presentations, and reports

• Organize and maintain filing systems, ensuring confidentiality and easy access

• Handle reception duties and phone coverage as needed

Departmental Operations Support (60%)

• Compile and distribute Board Books and other documentation

• Manage incoming/outgoing mail and track tax-related correspondence

• Prepare and mail tax returns; deposit checks in compliance with deadlines

• Coordinate documents for IRS filings and external audits

• Maintain FATCA database and assist with related regulatory filings

• Administer corporate credit card and expense systems (e.g., Concur)

Special Projects & Additional Duties (10%)

• Support various department initiatives and special projects as assigned

• Participate in company meetings or offsite events when needed

Core Competencies

• Plans and Aligns: Prioritizes tasks effectively to meet deadlines

• Communicates Effectively: Presents information clearly and professionally

• Detail Oriented: Ensures high levels of accuracy and thoroughness

• Instills Trust: Maintains confidentiality and builds credibility

• Manages Complexity: Balances multiple responsibilities with efficiency

Qualifications

Education:

• High school diploma or equivalent required

• Associate’s or Bachelor’s degree preferred

Experience:

• Minimum of 3 years in an executive administrative or support role

• Experience in a financial or corporate environment strongly preferred

Technical Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Pro

• Experience with Concur, American Express, and financial institution systems preferred

Attributes:

• Strong interpersonal and communication skills

• Highly organized with a proactive, problem-solving mindset

• Adaptable and dependable under changing priorities

Preferred Qualifications (Nice to Have)

• Experience in accounts payable/receivable or invoice processing

• Familiarity with Concur or Basware expense platforms

• Knowledge of credit card administration processes

• Paralegal or regulatory documentation experience

Work Environment & Schedule

• Hybrid work model with a minimum of one day per week onsite in Orlando

• Less than 5% travel required for occasional meetings or events

• Standard office environment with use of computers, phones, telepresence, and typical office equipment