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7 results for Administrative Assistant in Sarasota, FL

Executive Assistant

Saint Petersburg, FL
onsite
Permanent / Full Time
100000 - 130000 USD / Yearly
We are looking for an accomplished Executive Assistant to provide high-level support within a well-established organization in St. Petersburg, Florida. This position combines executive coordination, complex scheduling, travel planning, and administrative oversight in a fast-paced environment that values professionalism, discretion, and sound judgment. The role offers the opportunity to partner closely with senior leadership while helping keep priorities organized across business and select personal matters. Responsibilities:• Manage an active and frequently changing calendar for senior leadership, balancing internal meetings, board-related commitments. • Coordinate domestic travel arrangements, itineraries, and related logistics, including occasional support outside standard business hours when schedules require flexibility.• Prepare for executive and board interactions by organizing meetings, confirming details, arranging dinners or events, and ensuring materials are ready in advance.• Handle confidential correspondence, documentation, and follow-up tasks with a high degree of accuracy, discretion, and professionalism.• Support personal administrative needs, such as travel coordination, invoice tracking, and scheduling for non-corporate commitments.• Serve as a dependable point of contact across leadership, employees, and external partners, helping maintain clear communication and timely responses.• Track priorities, anticipate scheduling conflicts, and proactively resolve issues so executives can stay focused on strategic objectives. This is a permanent opportunity that will pay up to $130,000 depending upon experience. Please apply to Jane Gearhart if interested!
2026-07-23T00:00:00Z

Accounting Assistant

Belleair, FL
onsite
Temporary to Hire
24 - 31.25 USD / Hourly
We are looking for an Accounting Assistant to support daily financial operations for a services organization serving legal, accounting, and wealth management practices. The role can be based in either the Clearwater or Venice office, but candidate will need at least one onsite day in both offices weekly. This contract opportunity is ideal for someone who enjoys detailed transactional work, maintains strong accuracy in a fast-paced setting, and can contribute to both routine accounting activities and account reconciliation efforts. The position is fully onsite and works closely with teams handling client-related financial activity, billing support, and multi-account bookkeeping responsibilities. Responsibilities:• Record day-to-day financial activity promptly and maintain accurate entries across accounting records.• Review bank transactions each day, match activity to system records, and resolve variances as needed.• Apply client payments, retainers, and deposited funds to the correct accounts with careful attention to classification.• Assist with trust accounting tasks, including completing three-way reconciliations and monitoring trust balances.• Move funds between operating and trust accounts in accordance with established procedures and documentation requirements.• Support accounts payable processing by coding invoices, preparing checks, and reconciling company credit card activity.• Prepare disbursements and related payments connected to real estate closing transactions.• Partner with legal staff and internal stakeholders to address billing questions, client matter charges, and closing-related accounting needs.• Reconcile bank accounts, investigate missing or unmatched items, and help clear outstanding accounting backlogs.• Export financial data into Excel-based trackers, maintain organized schedules, and perform additional daily accounting support as needed.
2026-08-20T00:00:00Z

Irrigation Administrative Assistant

Palmetto, FL
onsite
Temporary / Contract
22 - 26 USD / Hourly
We are looking for an organized and proactive Irrigation Administrative Assistant to support daily operations for a busy team in Palmetto, Florida. This Long-term Contract position is well suited for someone who can keep schedules, paperwork, billing support, and field communication running smoothly in a fast-paced service environment. The role offers the opportunity to work closely with technicians, account managers, and customers while helping maintain accurate administrative and accounting records. Responsibilities: • Coordinate appointments for irrigation inspections, service visits, and technician assignments to keep field activity on track. • Prepare and issue service documentation based on requests received from account management and operations staff. • Provide administrative support for permits and related paperwork tied to installation and service projects. • Set up sales orders for new jobs and communicate with builders, internal departments, and service teams to ensure accurate processing. • Review completed job records, finalize documentation, and close orders so they are ready for invoicing. • Enter invoices, work orders, and other operational data into QuickBooks and related systems with a high level of accuracy. • Assist with employee time entry and job coding to support payroll and project tracking needs. • Maintain records in multiple platforms during ongoing system implementation activities to ensure data consistency. • Deliver general office and operational support in a high-volume environment, including communication with field personnel and customers.
2026-08-19T00:00:00Z

Office Manager

Clearwater, FL
onsite
Permanent / Full Time
70000 - 75000 USD / Yearly
We are looking for an organized and service-focused Office Manager to support daily operations in Clearwater, Florida. This role combines administrative coordination, customer communication, and order-related support to help ensure timely service for clients and internal teams. The ideal candidate brings strong attention to detail, a proactive mindset, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities:• Coordinate outbound product shipments and help ensure orders are prepared accurately and sent on schedule.• Prepare and deliver customer pricing information promptly, maintaining accuracy and responsiveness throughout the quote process.• Support the sales team by managing incoming requests, reviewing submitted orders, and helping move items through the fulfillment cycle.• Arrange installation appointments for products by coordinating calendars, resources, and customer availability.• Conduct a high volume of outbound customer calls each day while also responding to inbound inquiries as needed.• Maintain organized records related to orders, quotes, shipping activity, and service scheduling to support efficient office operations.• Communicate with customers and internal stakeholders to resolve routine issues and keep transactions moving forward smoothly.
2026-08-21T00:00:00Z

Receptionist

Tampa, FL
onsite
Temporary / Contract
19 - 22 USD / Hourly
We are looking for a detail-oriented Receptionist to support daily front office operations in Tampa, Florida. This Long-term Contract position is ideal for someone who enjoys creating a welcoming environment, coordinating administrative tasks, and keeping office services running smoothly. The role blends client-facing hospitality with hands-on office support, requiring strong organization, communication, and multitasking skills. Responsibilities: • Welcome visitors and provide an attentive front desk experience while assisting with guest needs and internal coordination. • Handle incoming calls through a multi-line phone system, direct inquiries appropriately, and support general reception coverage. • Process inbound and outbound mail, prepare large mailings, and manage shipping, postage, and delivery-related tasks. • Maintain office readiness by monitoring and replenishing supplies, snacks, beverages, and kitchen essentials throughout shared spaces. • Keep conference rooms, kitchen areas, supply rooms, and storage spaces neat, organized, and prepared for daily use. • Support administrative operations by scanning, faxing, mailing, and electronically filing documents, records, and expense-related materials. • Coordinate meeting logistics, including Zoom setup, catering arrangements, lunch orders, and room preparation for events and trainings. • Assist with travel coordination, hotel reservations, conference registrations, client gifting, office celebrations, onboarding support, and other special projects as needed.
2026-08-21T00:00:00Z

Paralegal

Tampa, FL
onsite
Temporary to Hire
23.75 - 27 USD / Hourly
We are looking for a Paralegal to support plaintiff personal injury attorneys with active litigation matters in Tampa, Florida. This contract position offers the opportunity to contribute across the full case lifecycle, from pleadings and discovery through mediation, hearings, and trial preparation. The ideal candidate brings strong drafting ability, sound knowledge of Florida civil procedure, and a proactive approach to managing deadlines, documents, and case coordination. Responsibilities: • Prepare litigation documents for personal injury matters, including complaints, discovery requests and responses, motions, proposed orders, and mediation-related materials. • Coordinate case activity by arranging depositions, mediations, hearings, arbitrations, and trials, while issuing notices and subpoenas as needed. • Monitor court calendars and judicial availability to support timely scheduling and case progression. • Obtain and organize key case records such as medical documentation, billing statements, and lien information. • Engage and coordinate with expert witnesses to support case development and litigation strategy. • Assemble trial and hearing materials, including exhibits and other supporting documentation, and assist attorneys during trial proceedings. • File pleadings and related legal documents through state and federal e-filing systems in accordance with court requirements. • Maintain clear communication with clients, court personnel, opposing counsel, and judicial staff regarding case status and scheduling. • Provide broader litigation support as case demands evolve and priorities shift.
2026-08-21T00:00:00Z

Paralegal

Tampa, FL
onsite
Temporary / Contract
25.65 - 27 USD / Hourly
We are looking for a Contract Paralegal to support a busy litigation practice in Tampa, Florida. This role is ideal for a legal specialist with strong insurance defense experience, particularly in matters involving medical malpractice and healthcare-related claims. The position requires someone who can manage competing deadlines, contribute to case strategy and preparation, and provide dependable support to attorneys and clients throughout the life of each matter. Responsibilities: • Manage case materials by gathering, organizing, and tracking records, correspondence, and electronically stored information relevant to active litigation matters. • Perform investigative and records-related tasks, including ordering background searches and securing certified or authenticated documents for use in legal proceedings. • Prepare discovery and production files with careful attention to formatting, redaction, confidentiality, and Bates numbering requirements. • Support trial readiness by coordinating exhibits, subpoenas, witness materials, evidentiary documents, and attorney preparation sessions, and assist during trial as needed. • Review and analyze medical records, invoices, and related documentation to create clear chronologies, summaries, and damages-related support materials. • Conduct legal and factual research using online databases and firm resources to help attorneys develop case positions and respond to litigation needs. • Maintain regular communication with clients, insurance carriers, opposing counsel, vendors, and internal team members to keep matters moving efficiently. • Serve as a liaison for retained experts by helping with credential review, engagement coordination, document exchange, and ongoing case support. • Examine outside vendor billing for accuracy and submit approved invoices promptly for payment processing.
2026-08-14T00:00:00Z