Administrative Assistant Job at Kavaliro in Orlando

Overview

Kavaliro is seeking an Administrative Assistant to support a client in Orlando.

Responsibilities

• Perform advance planning and logistical support for international meetings by coordinating and managing agendas, participants, dates, times, locations, guests, and invites.
• Ownership of the event planning for meetings from booking rooms, dinner reservations, conference halls, and teambuilding.
• Short- and long-range project planning and implementation.
• Prepare meeting materials for internal and external customer meetings.
• Coordinate staff schedules and communications, working regularly with assistants in various locations such as supporting leadership located in the UK, Norway, Croatia, Houston, TX & Charlotte, NC.
• Make travel arrangements for senior staff, including booking flights, cars, hotels, and restaurant reservations.
• Assist senior staff in completing expense reports.
• Create presentations and assist in gathering information on various team topics.
• Maintain organizational charts, directories, and email group lists.
• Coordinate calendars and update senior staff on scheduling conflicts.
• Maintain the SharePoint team page, the organization chart and monthly newsletter.
• Manage small internal projects for the team.
• Undertake special assignments as needed.
• Culture Hub Orlando Site lead for our international & multiculturally diverse team and events.

What You’ll Bring

• Bachelor’s degree or equivalent work experience.
• A minimum of 5 years of prior experience supporting executives, working with collaborative teams and leadership.
• Proficiency in Microsoft Office applications, especially Outlook, Teams, Excel, PowerPoint, and SharePoint.
• Superior organizational and project management skills.
• Effective communication skills and presentation skills, both verbal and written.
• Ability to adapt, thrive, and quickly learn new computer software (e.g., Web-based, Ariba, Tableau, Salesforce).
• A self-starter attitude, motivated to find efficient and effective ways to achieve goals.
• Results-oriented with the ability to multitask and work under pressure to meet deadlines.
• Ability to work independently and collaboratively with internal teams, vendors, and customers via phone, email, and Teams.
• Experience creating and managing social media and LinkedIn posts.
• Adept at utilizing AI and CoPilot to streamline processes and increase efficiency.

Kavaliro provides Equal Employment Opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Kavaliro is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Kavaliro will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please respond to this posting to connect with a company representative.

Seniority level

• Mid-Senior level

Employment type

• Contract

Job function

• Administrative

Industries

• Oil and Gas

Orlando, FL