Administrative Assistant

• Provide comprehensive administrative and program support to staff within both offices
• Perform a variety of clerical, organizational, and coordination duties that ensure the efficient and effective operation of both offices
• Answer incoming calls, facsimiles, and e-mails
• Provide assistance to callers with information, verifications of employment, or direction to appropriate staff
• Assists in updating and maintaining the OSCA Performance Review System
• Compile documents in response to public records requests and coordinate with the Office of General Counsel on redaction
• Purchase supplies via MyFloridaMarketPlace and with the State of Florida purchasing card
• Process purchasing card expenses in WORKS within 48 hours
• Maintain office supply inventory and order items as needed
• Monitor expenditures, balances, and allotments in Florida Accounting Information Resource System (FLAIR)
• Maintain record of files and store according to Records Retention Schedule
• Prepare, proofread, and format letters, memoranda, and reports for staff

Administrative Assistant II

• 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 daily office operations including vendor relationships, supplies, mail/packages, and facility maintenance
• Serve as the main point of contact for building management, service providers, and office-related employee questions
• Coordinate meetings, schedules, and team events/catering for onsite staff
• Manage office events calendar and partner closely with our Employee Experience Manager on company wide events
• Support executive scheduling and on-site needs, including preparing for leadership visits and hosting
• Partner with IT and People Ops on office setup and safety protocols
• Own security procedures and emergency plans
• Maintain current office policies and procedures
• Process office expense orders and submit invoices
• Help create a welcoming office environment that reflects our culture

Office Manager

• Coordinate and schedule meetings, travel arrangements, conferences, and departmental activities
• Maintain and organize filing systems, ensuring easy retrieval and proper documentation
• Manage high volumes of information, incoming calls, and correspondence
• Create and set up new claim files; transmit electronic reports to clients on the same day
• Respond promptly to client emails and ensure report distribution within one business day
• Sort, scan, and distribute incoming mail; draft responses to inquiries as needed
• Answer and manage phone calls, including handling routine and non-routine questions
• Handle confidential and sensitive information with discretion
• Support both independent and team-based projects, including ongoing and ad hoc assignments
• Prepare and format correspondence, memos, reports, charts, and presentations with a high degree of accuracy
• Proofread documents for spelling, grammar, clarity, and formatting

Administrative Assistant – Part-Time

• Completes general administrative tasks related to the Relationship Management and Marketing departments.
• Answers, screens and routes inbound phone calls to the appropriate department and/or staff members.
• Attends to calls from prospective clients, businesses, and vendors to answer general questions about services employU provides.
• Promptly addresses voicemails left on the main line; takes and e-mails messages to staff members.
• Utilizes employU’s CRM and the Relationship Management team CRM (HubSpot) to update files when speaking to clients or partners.
• Sets up vendor meetings and communicates with Vocational Rehabilitation (VR) to schedule the meetings.
• Prepares for vendor meetings by updating PowerPoint presentations, flyers, and rosters; manages the inventory of flyers provided to each VR office.
• Participates in the Relationship Management team meetings and supports team initiatives through various assigned tasks.
• Assists the team with special projects and partnerships as directed, including, but not limited to, accurately processing CRM records, faxing VR applications to the appropriate offices, communicating with and coordinating specific activities for individuals in special programming, pulling reports, and auditing records.
• Cross-trained in other roles in order to fill in for team members as needed.
• Completes other related tasks as directed.

• Providing support activities to the Bridge Pointe Administration team and Structured Settlement teams
• Preparing and tracking settlement quotes, premiums, and payment schedules
• Maintaining accurate case management records
• Generating regulatory correspondence and reviewing legal and financial documents for compliance
• Delivering daily customer service to members, providers, and settlement partners
• Auditing quotes
• Ensuring compliance with governmental regulations
• Assisting with referral intake and service quoting

Medical Administrative Coordinator

• Produce and manage large documents in Microsoft Word, manipulate spreadsheets in Excel, convert Excel spreadsheets to pdf, and produce and organize pdf documents in Adobe Acrobat.
• Draft grammatically correct, properly formatted legal documents and correspondence as instructed by attorneys; proofread and edit documents as needed.
• Track discovery activity, deadlines and status of responses.
• Prepare exhibits and documents for hearings; provide support at hearings onsite, including physical handling of prepared materials.
• Assist with complex legal filings at the State and appellate level.
• Maintain digital and physical files (confidential and non-confidential), according to appropriate policy.
• Perform general office duties; help provide phone coverage for the main phone line.
• Assist attorneys with daily administrative activities, including travel arrangements and entering travel expenses for reimbursement as needed.

Senior Administrative Assistant

• Provide advanced administrative support to senior IT leaders, including complex calendar management, travel coordination, and expense reporting
• Coordinate and prepare materials for IT leadership meetings, technology reviews, and cross‑functional forums
• Serve as a central point of contact between IT leadership and internal stakeholders, ensuring timely communication and follow‑up
• Support planning and tracking of IT initiatives, including meeting logistics, documentation, and action‑item management
• Manage confidential and sensitive information with discretion and professionalism
• Assist with onboarding, access requests, and coordination of resources for IT team members
• Identify opportunities to improve administrative processes and operational efficiency within the IT organization

Executive Administrative Assistant

• Schedules and coordinates meetings, events, interviews, annual performance review meetings, and appointments
• Arranges complex and detailed travel plans and itineraries
• Maintains individual, project and/or group calendar and assists office management in staying updated on daily priorities as assigned
• Retrieves and distributes phone messages from voice mailbox and assists callers with inquiries
• Provides administrative support with filing, photocopying, scanning and faxing
• Composes timely responses to a variety of written inquiries and distributes mailings
• Composes and edits plans, specs, reports, memorandums and correspondence
• Prepares printed reports and other duplicated material
• Maintains corporate contact lists, Outlook contacts, files, databases, records and other documents
• Creates, edits and/or formats PowerPoint presentations, technical reports and proposals
• Assists with timely submission of employee timesheets and expense reports
• Acts as back-up for office services, IT, Marketing and HR to provide coverage when needed
• Performs other duties as requested

• Process and reconcile AR payments daily, including check deposits, wire transfers, ACH transactions, and electronic payments through Stripe and our CRM system
• Apply customer payments accurately to open invoices, resolving discrepancies and unapplied cash promptly
• Perform daily cash reconciliation and prepare bank deposit documentation
• Maintain organized records of all payment transactions with proper supporting documentation
• Identify and research payment discrepancies, short payments, and billing disputes
• Generate and distribute customer invoices accurately and on schedule, ensuring compliance with contract terms
• Set up and manage invoice approvals for DURA and Net 30 customers according to credit policies
• Review and verify purchase orders against invoices to ensure accuracy before processing
• Process credit memos, billing adjustments, and invoice corrections as needed
• Support month-end billing cycles and assist with revenue recognition activities
• Serve as primary point of contact for billing inquiries via phone, email, and shared accounting inboxes
• Respond promptly and professionally to questions regarding invoices, payment confirmations, account balances, and Stripe payment links
• Research and resolve billing discrepancies, posting errors, and customer concerns with a solution-oriented approach
• Process refund requests following established approval procedures
• Send professional payment reminders, collection letters, and account statements
• Negotiate payment arrangements and work with customers to resolve outstanding balances
• Post lockbox activity daily in CRM and Stripe; communicate remittance address updates to customers
• Maintain accurate filing systems for accounts receivable documentation (digital and physical)
• Assist with month-end close tasks including AR aging analysis, reconciliations, and journal entries
• Support audits by providing requested documentation and account detail
• Identify opportunities for process improvements and contribute to efficiency initiatives
• Assist in Digital Office initiative to move all physical paper and processes into digital storage
• Back up other accounting team members during peak periods or absences

Accounting Administrative Assistant

• Handles Sr. Director's calendar by prioritizing schedules and meetings
• Assists Sr. Director in planning and organizing meetings, preparing agendas and logistics
• Builds travel packs for international trips and large domestic events
• Supports Sr. Director by acting as proxy for communications and approvals
• Responsible for making travel arrangements for Sr. Director
• Provides analytical support on special projects, compiles data and prepares reports
• Prepares and briefs itinerary for large corporate events
• Deals professionally with sensitive and confidential matters

Senior Director, GTM, Enterprise Networking

• Prepares notices of hearings, notices of appearance, notices of taking depositions, subpoenas for production of documents and appearance of witnesses, routine legal actions and pleadings, and memoranda and correspondence associated therewith in final form based upon information obtained from the Chief Legal Counsel or assigned attorney
• Maintains current records of all matters handled by the Chief Legal Counsel
• Records description of matter, persons involved, date received, description and date of developments affecting disposition thereof, date closed, and nature and extent of legal services rendered in connection therewith
• Assists attorneys in preparation of union mediation documents, correspondence related to union grievances, employee relations documents, and collective bargaining agreements
• Assists in reviewing/formulating policies relating to employees of the Agency
• Reviews cases that have been placed in “NORTA Review,” determines whether a NORTA is appropriate, and drafts the NORTA
• Drafts Determinations under the supervision of a Senior Attorney
• Tracks and maintains the case status in ActionStep by updating and maintaining documentation related to Determinations
• Reviews and assigns incoming requests from complainants and respondents to attorneys
• Conducts research on whether new or amended rules are proper
• Assists with editing rules drafted by attorneys
• Assists Senior Attorney(s) with preparing for presentations or trainings
• Assists Housing and Employment managers with case management
• Sends the initial e-mails to the parties when a whistleblower reinstatement review is being conducted by an attorney

Administrative Assistant III

• Provide support to the Administrative Services Department (Human Resources, Finance/Budget/Procurement, and Resource Development) via event coordination and recognition, record and data maintenance, ADA coordination, and general record keeping.
• Provide administrative relief and support throughout Administrative Office of the Court (AOC).
• Assist with the coordination of special projects and training events.
• Coordinate the Internship program for Judges which includes onboarding and offboarding, processing background checks and coordinating security badges. Also, processing background checks for Court Programs.
• Provide grant management and records retention support.
• Maintain and organize information regarding employee training records and training resources.
• Announce trainings via email and maintain attendance records.
• Update databases and perform general record keeping.
• Compose correspondence, lists, memoranda, reports, emails, and other documents observing strict confidentiality.
• Provide administrative coverage and support the Administrative Service Departments, and the AOC more broadly, as needed.
• Maintain Administrative Service Department webpages and assist with production of newsletter.
• Establish and maintain files, records, and other departmental systems of responsibility; update databases and other records.
• Provide relief with American with Disability Act (ADA) services and accommodations.

• Serve as the primary administrative point of contact for the office
• Coordinate bid submissions and maintain current vendor and subcontractor lists
• Manage office supplies and monitor purchasing costs
• Process invoices and assist with client billing
• Collect, review, and submit payroll documentation and timecards
• Collect and submit travel and expense reports for both union and non-union employees
• Maintain compliance records including: Certifications, Training documentation, Rebate and incentive program records
• Assist with employee onboarding and termination processes
• Act as a liaison with union representatives and manage benefits-related documentation
• Maintain organized filing systems and uphold office administrative policies
• Provide front desk coverage, including managing mail and deliveries
• Prepare and submit weekly manpower reports to corporate leadership
• Provide virtual administrative support to other Conti offices as needed to balance workload
• Perform other administrative and operational duties as assigned

• Responsible for personnel, clerical, nursing, laboratory, housekeeping, and maintenance functions at a specific office location
• Delegate and assign duties to employees
• Advise, aid, and seek consent from Division Director to coordinate and manage activities
• Considered to be a “working manager” as backup for front office staff
• Support the financial goals of the company by being fiscally responsible in all areas

• Provide high-level administrative support to sales leaders (calendar management, meetings, travel).
• Act as a strategic partner, supporting planning, key initiatives, and follow-ups.
• Serve as liaison between executives and internal/external stakeholders.
• Prepare presentations, reports, and materials for executive and board meetings.
• Manage confidential information with discretion and professionalism.
• Lead and track special projects, ensuring timelines and deliverables are met.
• Facilitate cross-functional collaboration and alignment on company priorities.
• Oversee daily office operations (supplies, catering, facilities, mail, access systems).
• Coordinate schedules, meeting spaces, transportation, and visitors.
• Manage vendor relationships (cleaning, maintenance) and resolve operational issues.
• Lead employee engagement and culture initiatives.
• Manage new hire travel coordination for onboarding.
• Manage procurement processes, including sourcing, contracts, and purchase orders.

Executive Assistant, Office Manager

• support FlexPoint leadership and Sales Team members with end-to-end travel coordination, expense management, and regional conference/event registration
• manage the implementation of travel workflows
• support team members in complying with Florida State Statute and FLVS travel policy
• track travel budgets, and facilitate vendor registration and processes for regional conferences and field events
• coordinate travel and regional event and conference planning, including air, hotel, ground transportation, and ancillary travel per policy
• optimize itineraries for cost, time, and safety; monitoring disruptions (delays/cancellations) to proactively reschedule travel or events as needed
• partner with the internal Expense Team, as well as the organization's travel agency, as needed
• support staff compliance with FLVS travel and expense policies and procedures; elevate receipt or documentation concerns to leadership
• track travel and event/conference budgets by team and team member to produce monthly dashboards on spending and average cost per trip
• collaborate as necessary with Finance regarding reimbursements, PCard support, and required timelines
• support conference registration workflows including, timeline, approvals, travel blocks, marketing requests, housing, and shipping deadlines
• coordinate with Sales, Marketing, and others as needed for pre-event planning and post-event tasks; support pre- and post-conference tasks

Senior Administrative Assistant, Sales, Travel and Events

• Preparing agendas, notes, and materials for meetings, conferences, and training
• Providing administrative support
• Compiling reports
• Assist with personnel paperwork
• Processing purchases and travel
• Assisting the Budget Coordinator

• Provide comprehensive executive administrative partnership to the GM, and 1 member of the US Senior Leadership team
• Manage a highly dynamic calendar of General Manager and other leadership coordination
• Prepare the GM for key engagements with clear briefs, agendas, priorities, and follow-ups on action items
• Support with organizing/consolidating PowerPoint decks and communications
• Manage and execute the Alastin operating cadence
• Draft and coordinate communications including broader communications to salesforce
• Lead end-to-end planning of meetings, events, and offsites
• Support GM with engagement, recognition, and Galderma culture-building initiatives

• Provide comprehensive executive administrative partnership to the GM and senior leadership team
• Manage a highly dynamic calendar of General Manager and other leadership coordination
• Prepare the GM for key engagements with clear briefs and agendas
• Support with organizing/consolidating PowerPoint decks and communications
• Draft and coordinate communications for broader communications to salesforce, town halls, and all-hands
• Lead end-to-end planning of meetings, events, and offsites

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