Administrative Assistant

Administrative Assistant – Division Support

Location: Lake Mary, FL (On‑site)
Schedule: Monday–Friday, 8:00 AM–5:00 PM (occasional after‑hours/weekend as needed)
Reports To: Division Vice President
Pay Range: $26–$32 per hour

About the Opportunity

We are seeking a highly organized and proactive Administrative Assistant to provide direct support to the Division Vice President and Division Controller. This in‑office role is essential to maintaining smooth daily operations, clear communication, and efficient coordination across the Division.

This position handles a wide range of administrative responsibilities, including travel arrangements, hotel blocks, event coordination, contract support, Division meetings, training logistics, and disaster‑readiness organization. The ideal candidate is detail‑oriented, resourceful, and able to manage sensitive information with professionalism and discretion.

Key Responsibilities

Administrative & Executive Support

• Provide daily administrative support to the Division Vice President and Division Controller.
• Manage complex calendars, appointments, and Division‑wide meeting schedules.
• Prepare and distribute internal reports, communications, and presentations.
• Maintain confidential files, documentation, and accurate records.
• Support contract review and coordination while ensuring confidentiality.

Travel & Event Coordination

• Book all Division travel, including flights, hotels, rental vehicles, and itineraries.
• Secure hotel room blocks and negotiate contract terms with vendors and hotels.
• Coordinate Division meetings, leadership visits, trainings, and on‑site events.
• Support vendor pricing, logistics, hospitality, and contract arrangements.
• Provide onsite or after‑hours support during major meetings or events, as needed.

Financial & Operational Support

• Assist with financial projections, budgeting tasks, and expense tracking.
• Support contract administration in coordination with the Corporate Legal team.
• Maintain accuracy and compliance with internal financial guidelines.

Division Support & Special Projects

• Coordinate disaster‑planning resources and maintain updated emergency materials.
• Support Division initiatives, celebrations, and team‑building projects.
• Conduct research and prepare briefing materials or presentations.
• Recommend and support improvements to administrative systems and procedures.

Qualifications

Required

• Proven background in administrative support, executive assistance, or office coordination.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities.
• Ability to maintain confidentiality, professionalism, and discretion.
• High level of technical and systems proficiency.

Preferred

• 2+ years of supervisory or people‑management experience.
• Experience negotiating contracts with vendors, hotels, or service providers.
• Experience using AMEX/Concur for travel and expense management.
• Strong financial acumen, including budgeting, forecasting, and reporting.
• Ability to travel for work, when required.

Why You’ll Love This Role

• High-impact position supporting division leadership.
• Opportunities to contribute to process improvements and organizational efficiencies.
• Collaborative and professional work environment.
• Consistent weekday schedule with limited after‑hours requirements.
• Meaningful responsibilities with room for growth and development.
• Comprehensive benefits package including Medical, Dental, Vision, PTO, 401(k), and Life Insurance