Reports to: Office Manager

Status: Exempt, Full-Time, 40 hours per week

Location: On-site, Tampa

ABOUT ACUITY

Acuity Technologies provides communications services to business clients across the US and Canada. These services include voice-over IP and management of mobile technologies, and although we’re a small team, we’re trusted by some of the biggest companies in the US.

We’re based in Tampa and have been in business for 20 years. Our growth has been a result of the efforts of a diverse team of people focused on innovation and professionalism. If you take pride in being innovative, in delivering excellent results to great clients, and in contributing to the energy of a growing team, we want to meet you!

BENEFITS ENJOYED BY ACUITY TEAM MEMBERS

We know it’s important for our team to feel rewarded, so we’ve ensured that our team enjoys strong benefits and recognition. In addition to health insurance, paid time off, and a generous retirement package, we’re also a pet-friendly office with four types of gourmet coffee, assorted healthy snacks, and available access to a private gym.

POSITION SUMMARY

The Executive Assistant will provide high-level administrative support to the company's executive team, ensuring the smooth and efficient operation of the office. This role involves managing communication and office logistics, serving as a key point of contact for internal and external stakeholders, and assisting in maintaining an organized and professional office environment. The position demands exceptional organizational skills, attention to detail, and the ability to handle multiple tasks and confidential information with discretion.

Key Responsibilities:

1. Administrative Support:

• Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prepare materials for lunch meetings, presentations, and reports as needed.
• Handle incoming correspondence (emails, letters, packages), ensuring timely responses and appropriate follow-up.
• Assist the Office Manager in planning office activities such as social events and other employee-related activities such as birthdays and work anniversaries.

2. Communication and Coordination:

• Serve as the primary point of contact between executives and internal/external stakeholders.
• Assist with communication on behalf of the executive team.
• Organize and coordinate internal and external events, meetings, and conferences.

3. Project Management:

• Assist in the planning and execution of projects, ensuring deadlines are met and deliverables are completed.
• Track project progress and provide regular updates to the executive team.

4. Confidentiality and Discretion:

• Handle sensitive information with the highest degree of confidentiality and discretion.
• Maintain and organize confidential files and records.

5. Office Management:

• Ensure office supplies are stocked and equipment is functioning properly including breakroom.
• Ensure the office is always presentable and serves as the first point of contact for visitors.

6. Travel and Expense Management:

• Arrange and coordinate complex travel itineraries, including flights, accommodation, and ground transportation.
• Prepare and submit expense reports in a timely manner.
• Assist in gathering credit card receipts to reconcile card accounts.

Qualifications:

• Education: High School Diploma or GED required; preferably a degree in Business Administration, Communications, or a related field preferred.
• Experience: Minimum of 5 years of experience as an executive assistant or in a similar role.
• Skills:
  • Exceptional organizational and time-management skills.
  • Strong verbal and written communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to multitask and prioritize tasks in a fast-paced environment.
  • High level of professionalism and a strong sense of discretion.
  • Problem-solving mindset and ability to work independently.

Preferred Attributes:

• Interpersonal Skills: Ability to interact effectively with various stakeholders, including executives, clients, and team members.
• Attention to Detail: Meticulous attention to detail in all aspects of work.
• Adaptability: Flexibility to adapt to changing priorities and demands. Tech-Savvy: Familiarity with project management tools, video conferencing.