Front Desk Executive Assistant

Job Description

Job Description

Company Summary

VoltAir, Inc, founded in 2006, is an engineering firm that provides Mechanical, Electrical, Plumbing, Fire Protection, and Information Technology design and commissioning services. We operate in seven locations in Tampa, Orlando, and Ft. Lauderdale, Florida; also, in Arlington and Houston, Texas; as well as Atlanta, Georgia and Nashville, Tennessee.

Position Overview

The Front Desk Executive Assistant will provide high-level, front office administrative, operational, and strategic support for a fast-growing Tampa-based engineering firm with offices across the Southeast. This dynamic role serves as the first point of contact for the company and requires a highly skilled individual possessing a friendly and professional demeanor, while remaining effectively organized, proactive, and capable of anticipating the needs of a fast-paced engineering environment.

Responsibilities include but not limited to

• Adhere to company core values:
  • Excellence in Every Detail
  • Integrity and Accountability First
  • Empowering Teamwork and Mutual Respect
  • Service to Our Community
  • Innovation with a Purpose
• Provide executive-level support for CEO, and other company leadership, as is necessary
• Positively represent the company brand as the first point of contact for onsite visitors and inbound callers; includes typical front-office duties, including answering phones, routing calls, and receiving visitors
• Receive, sort, and distribute daily mail and deliveries
• Monitor, track and place orders for inventory for all office and breakroom supplies.
• Ensure the breakroom is consistently stocked with refreshments, beverages, and other essentials
• Schedule and provide hands-on support for onsite and offsite meetings, training sessions, conferences, company events
• Coordinate development and distribution of agendas and materials for meetings/presentation, new hires, etc.
• Manage calendars, schedules, and travel for multiple personnel, including executives, candidates, and new hires, etc.
• Coordinate onsite and offsite events: invitation management, attendee management, coordinating catering and pickup/delivery, setup and takedown, vendor interaction, event content and collateral, and other tasks, as needed.
• Other duties as assigned, which may include assisting with employee communication (Newsletter), editing documents, template creation, digital survey creation, file management and organizing assets.
• Support various departments with clerical duties such as specification editing (SpecLink), maintain company phone list.
• Process Professional Engineers license renewals and Certificates of Insurance requests as needed.
• Miscellaneous duties, as assigned, to include HR-related tasks:
• Interview Coordination: Scheduling interviews and managing the logistics of the interview process
• New hire onboarding process, orientation, etc.
• Assisting with the organization and facilitation of training programs
• Assisting with the preparation and distribution of HR reports
• Record keeping and documentation management

Minimum Qualifications

• Candidates must be authorized to work in the United States and based in Tampa, Florida
• Strong written and verbal communication, organizational, and customer service skills are essential.
• Ability to work onsite in Tampa office during regular business hours Monday–Friday
• High school diploma: associate or bachelor’s degree preferred
• 5 or more years’ experience in an executive assistant capacity, preferably for C-Suite members in a fast-paced office environment
• Ability to handle sensitive information with discretion and maintain confidentiality
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, etc.)
• Demonstrated ability to manage multiple tasks, prioritize effectively, and meet deadlines
• Strong preference for engineering industry experience

Skills and Competencies

• Meet deadlines, work independently or as part of a team, accountable, maintain focus on setting objectives and goals.
• Excellent attention to detail and thoroughness in deliverables and communications, maintains high-quality standards, and good follow-up skills.
• Ethical, honest, and accountable; maintains confidentiality, handles sensitive information with discretion and professionalism.

Physical Requirements

Must have the ability to perform the necessary job-related functions with or without reasonable accommodation.

• Work normal business hours and extended hours, evenings, and weekends when necessary to meet business deadlines.
• Remain in a stationary position, often standing or sitting, for prolonged periods.
• Regular use of office equipment such as a computer/laptop and computer screens
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components
• Ability to see differences between colors, shades, and brightness.

Equal Employment Opportunity Statement

Our Company does not discriminate in recruitment, hiring, training, promotion, or other employment policies on the basis of any protected characteristics. All qualified applicants will receive consideration for employment without regard to age, race or color, religion, sex or sexual orientation, gender identity or expression, national origin, physical or mental disability status, pregnancy status, genetics, protected veteran status, or any other characteristic as protected by applicable federal, state, or local law.

In addition, we make reasonable accommodation to the needs of disabled applicants and employees, so long as this does not create an undue hardship on the business or threaten the health or safety of others at work. If you need assistance in completing this application, notify [email protected] and we will provide assistance.