HR EXECUTIVE ASSISTANT

Location: Tampa, FL

About the Role

The Senior Executive Administrative Assistant provides high-level, confidential administrative support to the Vice President of Human Resources. This role is responsible for managing complex administrative activities, coordinating executive communications, and supporting the day-to-day operations of the HR executive office. The position requires strong judgment, discretion, organizational expertise, and the ability to manage sensitive information while enabling the VP of HR to focus on strategic priorities.

What You'll Do

• Prepare, edit, and manage confidential and time-sensitive correspondence, reports, presentations, memoranda, and meeting materials on behalf of the VP of HR.
• Maintain executive calendars, coordinate appointments, and ensure timely follow-up on priorities and action items.
• Serve as a trusted liaison between the VP of HR and internal/external stakeholders, exercising discretion and independent judgment when resolving issues and responding to inquiries.
• Act as the primary point of contact for senior leaders, managers, and external partners seeking information from the HR executive office.
• Coordinate complex domestic and international travel arrangements and work closely with travel vendors to ensure seamless logistics.
• Draft and distribute executive communications and ensure follow-through on confidential matters.
• Plan and coordinate corporate meetings, including logistics for hotels, meeting spaces, executive dinners, and luncheons.
• Prepare meeting agendas, materials, and presentations, and document meeting minutes and action items as required.
• Organize and support corporate and HR-sponsored events such as employee luncheons, recognition events, retirement celebrations, and executive gatherings.
• Review and monitor monthly reports to ensure designated accounts remain within budget and escalate discrepancies as needed.
• Manage office operations, including ordering supplies, maintaining equipment, and supporting general administrative functions.
• Handle incoming mail, calls, and correspondence with professionalism and appropriate prioritization.
• Provide backup administrative support to the CEO and Sales Executive Administrative Assistant and serve as relief on the switchboard as needed.
• Serve as backup administrative support to HR functional areas such as onboarding, training and development, compensation, and other HR initiatives.
• Participate in special projects, committees, and cross-functional initiatives as directed by the VP of HR.

What We're Looking For

• Associate degree or equivalent experience required.
• Minimum of 4 years of progressively responsible executive administrative experience, preferably supporting senior leadership.
• Strong proficiency in Microsoft Office and related business software, with the ability to quickly learn new systems.
• Demonstrated ability to manage confidential information with discretion and sound judgment.

Core Competencies

• Executive-level professionalism and confidentiality
• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• Ability to work independently, anticipate needs, and prioritize in a fast-paced environment
• High attention to detail with the flexibility to manage multiple priorities

Why Join Us

• Opportunity to work closely with senior executive leadership
• High-visibility role with a meaningful impact on the organization
• Collaborative and professional work environment
• Competitive compensation and comprehensive benefits