Administrative Assistant

• Provide administrative support to the Associate Corporate Counsel and other corporate leadership as assigned.
• Assist with organizing and maintaining contracts, leases, legal documents, and related records.
• Track key dates, action items, and project status updates across multiple departments.
• Maintain spreadsheets, logs, trackers, and departmental records.
• Assist with contract tracking software, lease files and software, policy documentation, and other corporate records.
• Coordinate meeting logistics, prepare materials, take meeting notes, and distribute follow-up items.
• Send reminders and assist with tracking outstanding tasks and requests.
• Help monitor policy and procedure review schedules and document updates.
• Organize correspondence, files, and electronic records to ensure information is easily accessible.
• Support payer relations, legal, human resources, and other corporate functions with administrative and organizational needs.
• Perform other administrative duties as assigned.

• Provide advanced administrative support to the Vice President/General Manager and site leadership by managing calendars, scheduling meetings, coordinating travel, preparing correspondence, and supporting daily business operations.
• Coordinate executive meetings, leadership meetings, All Hands meetings, customer visits, audits, and special events by managing logistics, presentation materials, agendas, meeting minutes, and follow-up actions.
• Support the new hire onboarding process by coordinating with Human Resources, preparing onboarding logistics, coordinating workspace readiness, ordering employee nameplates, and ensuring administrative readiness for new employees.
• Prepare, format, proofread, and distribute reports, presentations, spreadsheets, organizational communications, and executive correspondence while ensuring accuracy and professionalism.
• Maintain confidential business records, departmental files, organizational charts, standard operating procedures (SOPs), and other controlled documentation in accordance with company policies.
• Compile, analyze, and maintain operational reports, departmental metrics, key performance indicators (KPIs), and other business data to support leadership decision-making.
• Coordinate employee engagement and recognition activities, including birthday and anniversary communications, certification recognition, locker assignments, and other administrative support activities.
• Manage office and breakroom supply inventories, coordinate vendor orders, and maintain adequate inventory levels for office supplies, coffee service, water, utensils, and other departmental resources.
• Support employee badge and uniform administration by coordinating updates, maintaining administrative records, and ensuring accurate employee information is maintained within applicable business systems.
• Serve as a liaison between Operations, Human Resources, Engineering, Quality, Supply Chain, Finance, and other departments to facilitate communication, coordinate administrative activities, and support organizational objectives.
• Identify opportunities to improve administrative processes, document management, workflow efficiency, and office operations through continuous improvement initiatives.
• Perform other duties and special projects as assigned in support of departmental and organizational objectives.

Senior Administrative Assistant

• Schedule conference room meetings, and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties:
• Reads and routes incoming mail.
• Locates and attaches appropriate file to correspondence to be answered by supervisor or manager.
• Composes and types routine correspondence.
• Files correspondence and other records.
• Routes call to appropriate party and places outgoing calls.
• Schedules appointments.
• Greets visitors, ascertains nature of business, and escorts visitors to appropriate person.
• Compiles and types reports.
• Makes copies of correspondence or other printed matter.
• May prepare outgoing mail or packages order and maintain supplies, responsible for ordering food for special meetings and maintenance of kitchen, conference room and copy/supply room.

Air Cargo Administrative Assistant

• Act as a trusted thought partner to SVP / VPs
• Manage complex, high‑stakes calendars across global time zones
• Coordinate internal and external meetings with a “no surprises” standard
• Manage executive email and correspondence with an enterprise lens
• Coordinate internal and external communications and initiatives on behalf of SVP / VPs
• Support leadership initiatives and special projects based on priorities and capacity
• Maintain organized electronic and physical filing systems; record and distribute meeting minutes
• Handle sensitive and business‑critical information with absolute discretion and professionalism

Senior Executive Administrative Assistant, Orthopedics

• Act as a trusted thought partner to SVP / VPs, proactively managing administrative and operational demands
• Manage complex, high‑stakes calendars across global time zones
• Coordinate internal and external meetings with a “no surprises” standard
• Manage executive email and correspondence with an enterprise lens
• Oversee office operations, including supplies, services, purchasing, and vendor coordination
• Support leadership initiatives and special projects based on priorities and capacity
• Maintain organized electronic and physical filing systems; record and distribute meeting minutes
• Coordinate travel, lodging, and transportation for Senior Executives

• Working with colleagues who love what they do and are deeply committed to our Mission
• You too can be part of our transformation across the enterprise

Administrative Office Specialist

• Responsible for supporting Function or Line of Business portfolios and ensuring compliance with applicable policies, procedures, standards, controls, and regulations.
• Partners with Executive Sponsors, business owners and additional stakeholders to ensure alignment to strategic objectives and effective prioritization, planning, budgeting, delivery, and benefits realization of work efforts.
• Monitors, governs and is accountable for low to moderately complex Function or Line of Business portfolios.
• Completes governance routines per the Enterprise Program Management Office (EPMO) Policy, Standards and Procedures.
• Monitors a low to moderately complex portfolio on an ongoing basis, to resolve issues and disseminate information to stakeholders.
• Facilitates the identification, management, and resolution of systemic cross-work risks / issues and interdependency conflicts for work effort(s) / program deliverables and informs portfolio team and stakeholders as needed.
• Leverages analytics to research and identify Financial Management risks and recommends solutions to address opportunities; may escalate to their respective Portfolio Management Office (PMO) or leadership team as needed.
• Monitors for stale work efforts and need for resolution, including termination proposal if applicable.
• Supports development and execution of Function or Line of Business planning in partnership with USAA Integrated Planning (UIP) and their respective PMO.
• Monitors and make recommendations to their senior leadership and their respective PMO to ensure portfolio alignment and delivery against strategic priorities as needed.
• Communicates portfolio statuses and changes regularly with executive sponsors, program sponsors, business owners, and additional stakeholders as required.
• Reviews health and performance of portfolio regularly, monitors portfolio success via recognized methodologies, identifies performance improvement opportunities, providing updates to leader and stakeholders.
• Drives the adoption and sustainment of changes within the organization in compliance with USAA's Change Management methodology.
• Ensure risks associated with business activities are effectively identified, measured, monitored, and controlled in accordance with risk and compliance policies and procedures.

Senior Portfolio Manager – P&C Portfolio Management Office

• Process lease and resale applications; ensure complete and accurate documentation.
• Track expirations, renewals, and required approvals.
• Conduct New Resident Orientations, distribute packets/materials, and ensure all steps are completed.
• Deliver finalized new owner information to the Meet & Greet Committee.
• Receive ARC applications.
• Maintain ARC files through Vantaca system.
• Communicate decisions to homeowners.
• Assist in monitoring property conditions for compliance.
• Conduct reinspection after violation correction deadlines.
• Document findings and update compliance records.
• Maintain accurate logs of violations and resolutions.
• Receive and enter work orders into Vantaca.
• Track progress and update residents on status when applicable.
• Coordinate with maintenance staff and vendors for timely completion.
• Assist the Lifestyle Director with coordination of community events.
• Attend select events to provide on-site support.
• Assist with setup, breakdown, and logistics as needed.
• Prepare and maintain backstage or prep areas for performers.
• Help maintain a positive, engaging atmosphere at all community activities.
• Manage the homeowner portal and community website.
• Upload and maintain statutory-required Association documents in compliance with Florida statutes.
• Ensure timely updates of community information, forms, and announcements.
• Provide residents with guidance on accessing and using the portal.
• Prepare and distribute community notices, newsletters, and announcements.
• Maintain accurate records and filing systems for association documents.
• Assist with special projects and emergency communications as needed.
• Provide support for compliance documentation and ARC submissions when required.
• Respond to residents and Board inquiries professionally and promptly.
• Coordinate and communicate community-wide notices.
• Ensure timely follow-up on voicemails and emails within 24 hours.

• Assist with the day-to-day management and operation of office and facility spaces
• Support facility readiness efforts including workspace organization, equipment staging, and operational inspections
• Assist with managing contractor access, visitor coordination, and workspace logistics
• Label, inventory, and track equipment in accordance with organizational procedures
• Maintain accurate records of equipment assignments, locations, and lifecycle status
• Assist with organizing storage areas and ensuring equipment is accountable
• Prepare meeting spaces, presentation materials, and supporting documentation
• Maintain accurate records, spreadsheets, inventories, and operational documentation
• Prepare reports and provide updates regarding facility operations and equipment status
• Assist with maintaining standard operating procedures and processing documentation

Facilities and Administrative Specialist – Part Time

• Review and oversee business processes for the location, such as bank deposits, checks, accounts receivable reports, and purchasing reports to ensure accuracy and adherence to company policies and procedures
• Generate and review weekly, monthly, and quarterly reports such as Board Volume reports, aged accounts receivable reports, merchandise trust reports, etc.
• Coordinate the processing of orders and the control of storage inventory for caskets, urns, etc.
• Handle advanced clerical tasks, such as reconciliations, report generation, license renewals, and inventory verification

Funeral Home Office Manager

• Creates routine correspondence, reports and forms in support of department.
• Types, formats, and edits non-routine correspondence, reports, forms and related documents using word processing software.
• Organizes files and computer databases and makes corrections to information in files.
• Prepares advanced charts, graphs, tables, and presentations using word processing, spreadsheet, and presentation software.
• Answers the telephone, screens/routes calls, and takes messages for senior staff.
• Provides information as appropriate and assists visitors.
• Prepares mail for pick-up and routes mail for officers.
• Schedules/organizes meetings, luncheons, and events.
• Prepares meeting agendas, takes minutes, and documents decisions.

Senior Administrative Assistant, Enforcement

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• Serves all Derick Dermatology providers with patient after visit contacts involving but not limited to the following tasks: pathology/laboratory results, scheduling follow-ups, prescription questions, records requests, coordination of care with outside providers, medical questions, provider questions, refill requests, prior authorizations, cosmetic questions etc.
• Monitors and tracks lesions that require tracking are followed to completion.
• Keeps outstanding or incomplete tasks below a certain level in the following systems: phone, voicemail, fax, contact system, internal calls, emails, EMR, internal pathology system, patient portal etc.
• Maintains individual phone system metrics in Phone Queue and Answer Rates to meet team goal.
• Additional responsibilities as assigned.

Administrative Medical Assistant

• Submitting permit applications and ensuring proper follow-up
• Tracking jobsite personnel documentation and background check requirements
• Maintaining up-to-date contact lists (project managers, foremen, stakeholders)
• Managing technical documentation (RFIs, submittals, drawings, revisions, technical changes)
• Following up on equipment and material rentals
• Preparing purchase orders and letters of intent
• Processing daily reports from superintendents/foremen (delivery slips, work orders, filing, and distribution)
• Sending invoices to clients
• Opening and maintaining project files in internal systems
• Assisting project managers during project startup
• Supporting project managers with preparation, submission, and follow-up of administrative and technical documents
• Document control and filing
• Invoice validation
• General coordination tasks
• Preparing bid submission documents
• Submitting bids on various platforms
• Following up with General Contractors regarding bid results
• Issuing purchase orders to suppliers
• Performing other related tasks required to support the project team

Project Administrative Assistant – Electrical

• Provide administrative support for division associations and community managers
• Maintain databases and manage filing systems
• Schedule and coordinate meetings and events
• Handle customer inquiries and ensure efficient office operations

Part Time Administrative Assistant

• Provide administrative support for the division associations, community manager, and the board of directors
• Assist and support Community Manager/Association as required
• Create, maintain, and enter information into databases
• Use computers for various applications
• Operate office equipment
• Maintain scheduling and event calendars
• Compose, type, and distribute meeting notes and correspondence
• Complete forms in accordance with company procedures
• Review work done by others for correct spelling and grammar
• Prepare conference or meeting materials

• Ensure office area and production floor areas are clean and organized
• Participate in safety and productions meetings
• Accurately complete all daily reporting and paperwork
• Communicate directly with On-Site Manager regarding employee issues
• Ensure all employees are working safely and abide by all safety policies
• Answer the main phone, routing callers based on their needs
• Greet visitors and direct them to the appropriate area or person
• Date-stamp, review, and route all incoming mail
• Compose all routine correspondence
• Organizes, file, and maintain all records, correspondence, and maintenance logs
• Assist employees with general administrative questions regarding employment, pay, benefits, etc.
• Perform data entry of facility business activity
• May perform basic financial data entry
• Other duties as assigned

• Manage, prioritize and complete tasks for 3 senior level executives and their organizational needs
• Communicate to internal and external stakeholders, partners, providers, and corporate and community leaders
• Manage and maintain calendars/schedules using sound judgment to prioritize meetings
• Coordinate internal and external meetings which may involve scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available
• Complete expense reconciliation accurately and timely for leaders supported
• Assist leadership team with presentations, responses to requests, reports, meeting agendas and meeting materials
• Maintain and manage travel schedules (scheduling appointments, making travel arrangements, etc.)
• Determine proper course of action for incoming requests, calls and correspondence, direct to appropriate person or operational area
• Anticipate needs before they happen and take initiative to eliminate any potential bottlenecks which may arise

Administrative Assistant III – Executive

• Work closely and effectively with leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Manage multiple active calendars of meetings, reviews, and appointments for the leadership team.
• Arrange domestic and international travel, including flights, hotels, and transportation.
• Create, manage, and submit expense reports.
• Support and plan team activities and engagement initiatives.
• Create, update, and maintain PowerPoint presentations for leadership meetings and stakeholder communications.
• Manage and organize documents in SharePoint, ensuring proper version control and accessibility across teams.
• Successfully complete tasks and critical deliverables.
• Work independently on projects from conception to completion, handling a wide variety of activities with confidentiality and discretion, often under pressure and with tight deadlines.
• Use strong organizational skills to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Build and maintain relationships with stakeholders across multiple teams and locations.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Work collaboratively with peers, serve as a resource, and be a team player.

Administrative Coordinator III

• Serves as the lead customer service ambassador for designated Paley Institute physician. Answers and directs incoming clinic telephone lines and coordinates appointment scheduling with other administrative/executive assistants
• Coordinates assigned physician’s surgical scheduling including obtaining necessary preoperative paperwork
• Coordinates assigned physician’s clinic scheduling, ensuring all dates away are clearly noted and clinic schedule is reasonable for provider
• Serve as a primary point of contact for designated physician, assuming a “lead role” completing a wide variety of assigned tasks either by manager or physician
• Ensure the Google calendar for the designated physician staff is consistently current, accurate and detailed.
• Oversees one or more scheduling projects of significant importance, including auxiliary clinic operations at auxiliary location(s)
• Warmly greets outside vendors and pharmaceutical representatives on behalf of assigned physician; coordinating meetings etc as needed

Administrative Assistant jobs in Florida

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Administrative Assistant

Senior Administrative Assistant

Air Cargo Administrative Assistant

Senior Executive Administrative Assistant, Orthopedics

Senior Executive Administrative Assistant, Orthopedics

Administrative Office Specialist

Senior Portfolio Manager – P&C Portfolio Management Office

Administrative Assistant

Facilities and Administrative Specialist – Part Time

Funeral Home Office Manager

Senior Administrative Assistant, Enforcement

Office Manager – Executive Assistant

Administrative Medical Assistant

Project Administrative Assistant – Electrical

Part Time Administrative Assistant

Part Time Administrative Assistant

Administrative Assistant

Administrative Assistant III – Executive

Administrative Coordinator III

Administrative Assistant