We are seeking an Administrative Coordinator to join our team in Orlando, Florida. This Contract to permanent position involves supporting high-level administrative tasks, including board meeting coordination, recordkeeping, and correspondence. The ideal candidate will excel in managing schedules, organizing documents, and communicating effectively with stakeholders.<br><br>Responsibilities:<br>• Compile and distribute agenda packages for board meetings while ensuring all necessary documentation is prepared and shared with relevant parties.<br>• Coordinate the board agenda process by liaising with internal departments and legal counsel to verify document accuracy and approvals.<br>• Provide coverage during the Senior Manager’s absence, including meeting preparations and addressing board member requests.<br>• Track board member terms, appointments, and compliance with ethics and training requirements.<br>• Maintain detailed records of board activities, resolutions, and official documents, including notarizing and attesting as needed.<br>• Perform duties as Recording Secretary, such as scheduling meetings, preparing minutes, and following up on action items.<br>• Draft clear and concise correspondence and reports as required.<br>• Support workshops, special projects, and events by organizing data, designing presentations, and compiling information from multiple sources.<br>• Coordinate travel arrangements and prepare complex expense reports for senior management, including international travel.<br>• Serve as a backup for travel coordination and expense reporting for the Chief Executive Officer.
We are looking for a detail-oriented Contract Services Coordinator to join our team on a contract basis in Orlando, Florida. In this role, you will oversee contract compliance, support small business participation initiatives, and collaborate with various departments to ensure adherence to established policies and procedures. This position requires strong analytical skills, effective communication, and a commitment to maintaining high standards while managing multiple tasks.<br><br>Responsibilities:<br>• Conduct detailed analyses to ensure contract compliance for both prime and sub-consultants, identifying any issues and coordinating with management and legal counsel as needed.<br>• Draft and refine contract language, aligning goals with business opportunities to support small business participation and compliance requirements.<br>• Collaborate with departments such as Purchasing and Concessions to review and process contract documents, ensuring representation of small businesses.<br>• Monitor and track awards, payment data, and project accomplishments, resolving discrepancies and maintaining compliance reports.<br>• Perform site visits to evaluate project participation and certification compliance, addressing deficiencies and conducting interviews as necessary.<br>• Analyze bids and proposals to establish participation goals in line with program policies and objectives.<br>• Develop and deliver presentations, briefings, and tours to educate stakeholders about the Small Business Program.<br>• Evaluate revenue reports from prime contractors and concessionaires, investigating and resolving any inconsistencies.<br>• Maintain project records and tracking systems to support reporting and compliance efforts.
We are looking for a dedicated Administrative Assistant to join our team in Winter Park, Florida. This Contract to permanent position is ideal for an experienced, detail-oriented individual seeking stability and a supportive work environment. The role requires someone who is confident in handling administrative tasks, maintaining office organization, and representing the company as the first point of contact.<br><br>Responsibilities:<br>• Manage daily administrative tasks, including maintaining office supplies and organizing the breakroom.<br>• Handle accounts payable (AP) and accounts receivable (AR) processes with attention to detail.<br>• Answer incoming calls professionally and assist with inquiries as needed.<br>• Ensure the office environment is welcoming and presentable at all times.<br>• Coordinate catered lunches for the team, including setup and cleanup.<br>• Perform receptionist duties, greeting visitors and managing front desk activities.<br>• Accurately enter data and maintain records using company systems.<br>• Support overall office operations to ensure efficiency and productivity.
We are looking for a detail-oriented Administrative Assistant to support senior executives in a dynamic financial services environment. This Contract position, based in Orlando, Florida, offers the opportunity to provide essential administrative services while collaborating with various departments. The role requires exceptional organizational skills, confidentiality, and adaptability to manage multiple priorities effectively.<br><br>Responsibilities:<br>• Manage and coordinate executive calendars, scheduling meetings and conference calls to optimize time and efficiency.<br>• Arrange complex travel plans, including itineraries, accommodations, and transportation, ensuring cost-effectiveness and timeliness.<br>• Prepare, review, and submit expense reports promptly while adhering to company policies and budget guidelines.<br>• Maintain department budgets by tracking expenditures and assisting in financial reporting processes.<br>• Organize, update, and safeguard filing systems to ensure document accessibility and compliance with confidentiality standards.<br>• Draft, proofread, and edit correspondence, presentations, and reports to ensure accuracy and professionalism.<br>• Support onsite and offsite company meetings by handling logistics and contributing to team-building efforts.<br>• Respond to information requests with professionalism, demonstrating a proactive approach to problem-solving.<br>• Handle additional projects and tasks as assigned, showcasing flexibility and initiative.<br>• Collaborate with the team to ensure seamless execution of administrative processes and objectives.
Executive Leadership Support<br>• Provide high-level, comprehensive administrative support to the CEO and three Regional Presidents<br>• Act as a trusted partner to executive leadership, anticipating needs and resolving issues proactively<br>• Handle sensitive and confidential matters with the utmost discretion and sound judgment<br>Calendar & Priority Management<br>• Manage extremely complex and dynamic calendars across multiple executives and time zones<br>• Strategically prioritize meetings, travel, and commitments to align with business objectives<br>• Prepare executives with agendas, materials, and relevant background information in advance<br>Travel Coordination<br>• Independently arrange and manage complex domestic and international travel<br>• Create detailed travel itineraries including flights, accommodations, transportation, and schedules<br>• Serve as the primary contact for travel changes or issues before and during trips<br>Event Planning & Coordination<br>• Lead coordination of executive-level meetings, board meetings, leadership retreats, regional events, and company-wide functions<br>• Oversee event logistics including venue selection, catering, audiovisual needs, materials preparation, and post-event follow-up<br>• Collaborate with internal teams and external vendors to ensure seamless execution<br>Email & Executive Communications<br>• Manage and prioritize executive inboxes using independent judgment<br>• Draft, edit, and respond to high-level correspondence on behalf of executives<br>• Serve as a liaison between executives and internal and external stakeholders<br>Administrative & Strategic Support<br>• Track action items, projects, and deliverables on behalf of executive leadership<br>• Prepare reports, presentations, and briefing materials as requested<br>• Process expenses, assist with budget tracking, and maintain organized records<br>• Support special initiatives and cross-functional projects as assigned<br>Qualifications<br>Required<br>• 10–15+ years of experience providing executive-level administrative support, ideally to a CEO and senior leadership team<br>• Demonstrated experience supporting multiple executives simultaneously<br>• Proven expertise in calendar management, travel coordination, and executive event planning<br>• Exceptional organizational, communication, and time-management skills<br>• High level of professionalism, discretion, emotional intelligence, and sound judgment<br>• Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint)<br>Preferred<br>• Experience in a multi-regional or matrixed organization<br>• Experience supporting board meetings and executive leadership events<br>• Familiarity with expense management, CRM, and travel booking platforms<br>• Ability to work flexible hours to support executive schedules<br>Core Competencies<br>• Executive presence and strategic thinking<br>• Anticipation of needs and proactive problem-solving<br>• Attention to detail with the ability to operate independently<br>• Stakeholder and relationship management<br>• Adaptability in a high-growth or fast-paced environment
