Executive Assistant

Do you want to work at one of Central Florida's 2021 Orlando Business Journal Best Places to Work? 

Alluvionic is a woman-owned, 8(a) certified solutions provider of project management, process improvement, product development, cybersecurity, and training services, providing Project Assurance® for every project.

Job Summary

We are seeking an Executive Assistant who will provide high-level administrative support to the CEO and other leadership staff.

Responsibilities and Duties

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Executive Assistant will:

• Interact positively with all levels within the organization, including the Leadership Team, corporate counterparts and co-workers while projecting a positive, collaborative, professional image.
• Due to complex and confidential nature of the position, knowledge of the company's policies and procedures is required, and confidentiality is of the utmost importance.
• Answers telephones and related duties, determines priorities of inquiries and problems received from both internal and external sources, takes messages, or provides answers and information, refers problems to appropriate individuals, and ensures answers or information is received by inquiring party.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodations for executives.
• Schedules appointments and/or tasks as necessary, maintains Executive Team calendars, assembles documents, reports, presentations, or other information as required for meeting preparation, ensures meeting participants are informed of date and time, explains meeting presenter’s requirements and instructions to others as directed for meeting preparation.
• Serves as a liaison between the Leadership Team, Managers and staff through phone calls, memos, and other methods to ensure timely, efficient communications to all parties.
• Attends community events or fundraisers as needed and performs other community relations activities in support of our community-focused culture.
• Coordinates Sponsorship and Events and may participate in the budget tracking process (including monthly operating expense report), gathers supporting data for input into budget preparation and monitors monthly expenses to budget; prepares expense reports accordingly.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.

Qualifications and Skills

• High school diploma required; Bachelor's degree in Business Administration or related field preferred.
• At least four years of related experience required.
• Advanced skills to operate automated and standard office equipment.
• Prior work experience demonstrating application of discretionary judgment, poise, and tact.
• Extensive knowledge and fluency in administrative skills and software.
• Familiarity with online calendars and cloud systems.
• Experience with DCAA compliant expense reports, a plus.
• Experience with government contractors, a plus.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Emotional Intelligence.
• Excellent verbal and written communication skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office

Work Authorization/Security Clearance:

Must be a U.S. Citizen due to government contracts and possible security clearance requirements

What it’s like to work at Alluvionic

Working at Alluvionic means being surrounded by helpful and brilliant people who want to support your career growth. We are a company that puts people first and will help you get where you want to go. When we make mistakes, we own them, fix them, and improve our processes so we do better next time. We work hard and never forget to have fun, especially at happy hour.

We live by our company values of Family, Integrity, Professionalism, Innovation, Forward-Progress, Organization, and Communication.

Alluvionic support our veterans as an authorized DoD SkillBridge Partner Organization—an opportunity for servicemembers to complete an internship during the last 180 days of service to gain valuable civilian career experience.

Compensation Package

Note: These details are for information purposes and are subject to any policy or plan changes.

• 15 PTO days, plus 5 additional days on your 10th hire anniversary
• 9 paid holidays per our company handbook
• Health insurance through United Healthcare 50% premium paid by employer (note: employer contribution does not apply to dependents)
• Health Savings Account through Optum Bank
• Vision and dental insurance through Guardian
• Long-term and short-term disability insurance (paid fully by the company)
• 25k employer paid AD&D & life insurance (with buy-up options for additional coverage)
• 401(k) retirement plan with 100% company match up to 4% of employee’s gross salary
• Annual incentive pay opportunity
• Tuition reimbursement up to $2,000 annually (after 6 months of employment)
• Employee referral bonus of $500 per our company handbook
• Employee Assistance Program (EAP)
• Professional organization membership (after 6 months of employment)
• Paid professional certification (after 6 months of employment)
• Workers’ compensation (paid fully by the company)
• 100% employer paid IDShield® membership
• On-site notary for headquarters employees        
• Multiple company celebrations