Executive Administrative Assistant

Our construction equipment group is seeking a full-time Executive Team Executive Assistant to work at the Tampa location (not a remote position or hybrid)

Responsibilities:

Support executive team with administrative, analytical, and operational tasks.


* Ensure smooth daily operations while maintaining compliance with governmental contracts, creating reports, managing fleet postings, and facilitating executive schedules.


* Create, analyze, and present Business Intelligence (BI) Reports to assist the executive team in decision-making.


* Maintain, review, and manage contracts with manufacturers to ensure compliance and accuracy.


* Generate quarterly sales analysis and commission reports to track team performance and identify trends.


* Maintaining KPI and other reports.

Create and maintain online postings for used and rental fleet inventory on Machinery Trader and other relevant platforms.


* Review sales contracts involving governmental entities to ensure full compliance with applicable regulations; experience with governmental contracts is a plus.


* Maintaining contracts for Hillsborough County Sheriff Bid Florida Contract to ensure we are in compliance with buybacks of machines, maintenance, repair and purchase agreements.


* Ensure all contracts meet client specifications and deadlines.


* Transaction Management:
+ Post and reconcile transactions for the executive team in Concur or similar systems.

Manage and maintain executive team calendars, including scheduling meetings, appointments, and key deadlines.
+ Monitor and maintain compliance records, ensuring adherence to internal and external requirements.


* Provide administrative support to the Executive Team, such as preparing communications on the executive's behalf.


* Maintaining comprehensive and accurate records.


* Performing minor accounting duties.


* Communicate with teams and assist with project management.


* Book/lodge arrangements for travel.


* Vehicle fleet tasks.


* Incorporate Alta's Guiding Principles into daily activities.


* Streamlining administrative processes, automating tasks, or introducing tools to enhance efficiency.

Ensure all contracts are current and maintained.


* Maintain accurate records, contracts, and documentation required for audits and regulatory reporting.

QUALIFICATIONS:


* Education: Bachelor's degree in Business Administration or a related field is required.


* Experience:
+ Experience working with governmental contracts is highly preferred.
+ Previous experience in administrative or analytical roles supporting senior executives

SKILLS:


* Strong proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) and BI tools.


* Experience with vehicle tracking software is required.


* Excellent organizational and multitasking skills.


* Strong analytical and problem-solving skills.


* Exceptional attent...