Executive Team Assistant

Our construction equipment group is seeking a full-time Executive Team Assistant to work at the Tampa location.

Responsibilities:


* Support the 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 buy backs 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.


* Generate reports, analyze large datasets, and provide data-driven insights, and run KPI's in excel.


* Telecommuting is permitted within commutable distance to the office.

QUALIFICATIONS:


* Must possess 2 years of experience in the job offered or a related role.


* Must also possess experience with:
+ (i) Microsoft Excel creating pivot tables, complex formulas, VLOOKUP, data validation, and conditional formation;
+ (ii) Microsoft Word drafting executive-level reports and contracts; track changes, mail merge, templates, and collaboration features;
+ (iii) Microsoft PowerPoint- designing presentations, incorporat...