Executive Assistant, Lab Operations

The Executive Assistant, Lab Operations, provides administrative planning and support to the Vice President of Lab Operations. The role will be responsible for handling meeting schedules, travel arrangements, expense reporting, records management, training records, owing and managing team communication lists and groups, assisting with logistics for on and off-site meetings, and day to day office requests. In this position, working collaboratively with assistants throughout various departments / functions within and outside the Region is essential. The Executive Assistant will also provide administrative support to the Lab Operations Team as needed. This position is part of the Lab Operations Team, which is responsible for Lab Operations encompassing four major labs, Specimen Management, Advanced Engineering, Satellite Lab Operations (SLO) & Professional Lab Services (PLS).

This position will be located in our Tampa, Florida office.

• Coordinate all aspects of the Executives calendar / schedule including travel arrangements.
• Acts as the primary point of contact for the Executive handling all communications with precision and professionalism.
• Provide administrative support as needed to Operating Leadership Team (OLT)
• Point person for Tampa Site - Serve as gatekeeper of the Executives time, schedule, and information
• Anticipate potential schedule conflicts and proactively deal with them before they become issues
• Handle highly confidential materials, including strategic business deals, negotiations, and other sensitive information
• Facilitate communication and coordination for complex and confidential business transactions
• Communicate and coordinate early and clearly with other executive assistants supporting other functional areas and Leadership Teams within and outside the Region
• General project management assistance, including maintaining and updating action plans and timelines including capturing meeting minutes including agenda development / preparation, and action item follow up
• Support the planning and execution of strategic and tactical projects and initiatives, ensuring alignment with the goals and objectives
• Produce PowerPoint presentations, Word documents, Excel spreadsheets
• Set-up video conferencing and other media technology as needed
• Manage and reconcile expense reports and purchase requisitions
• Manage memberships and subscriptions for executives and team members
• Maintain files and manage invoice approval and submissions
• Respond to procedural requests, understand organizational policies and procedures necessary to ensure appropriate decision making protocols are followed
• Perform other duties as assigned to meet the business needs / customer requirements

• 5+ years of Executive Assistant experience required in a related field
• Proven track record of performance, results, meeting deadlines, and successfully managing administrative processes - Excellent time management and ability to manage shifting priorities
• Impeccable attention to details, independent thinker and problem solver with a strong work ethic
• Demonstrated ability to manage sensitive information and exercise discretion
• Highly organized and capable of prioritizing and managing multiple projects / tasks
• Professional communication style, both oral and written, including impeccable accuracy in formatting
• Experience liaising with and managing communications and events for internal and external stakeholders
• Superior interpersonal skills with a demonstrated ability to partner with other administrative professionals
• Proficiency in Microsoft Suite and SharePoint tools
• Ability to work independently and take initiative while supporting a team-oriented environment
• Strong problem-solving skills and reasoning to quickly follow up and solve administrative issues

• Excellent interpersonal and communication skills (oral & written) necessary to effectively communicate at all levels

Education: Associate's Degree in Business Administration or related field preferred. High school diploma required.