Executive Assistant to VP of Marketing and New Products
OUC - The Reliable One, is presently seeking an Executive Assistant to join the Marketing & New Products division. At OUC, we dont just work were building a bright future of innovation and transformation for future generations. We are looking for a highly organized, resourceful professional to provide administrative and operational support to the Vice President of Marketing & New Products, while collaborating with leaders across multiple business units. This role is ideal for someone who thrives in a fast-paced, deadline-driven environment, can manage multiple complex priorities with professionalism, and demonstrates sound judgment, adaptability, and strong follow-through in support of executive and business operations. In this role, you will provide executive support, manage calendars and meetings, coordinate high-visibility deliverables related to public meetings including tracking presentations, talking points, and deadlines across multiple stakeholders. The position also supports purchasing and expense processes, monitors policy compliance, and assists with vendor coordination and budget-related activities. As a key point of coordination for the division, the Executive Assistant helps ensure that projects, communications, and operational priorities remain organized and on track. This position plays a critical role in supporting a dynamic team by maintaining accuracy, anticipating needs, and ensuring the efficient flow of information and activities across the division. The ideal candidate will be a calm, detail-oriented, and proactive professional who can manage ambiguity, work independently, quickly learn systems and processes, and effectively balance the needs of multiple stakeholders. OUCs mission is to provide exceptional value to our customers and community by delivering sustainable and reliable services and solutions. Click here to learn more about what we do. OUC offers a very competitive compensation and benefits package. Our Total Rewards package includes, to cite a few: - Competitive compensation
- Low-cost medical, dental, and vision benefits and paid life insurance premiums with no probationary period.
- OUCs Hybrid Retirement Program includes a fully-funded cash balance account, defined contribution with employer matching along with a health reimbursement account
- Generous paid vacation, holidays, and sick time
- Paid parental leave
- Educational Assistance Program, to include tuition reimbursement, paid memberships in professional associations, paid conference and training opportunities
- Wellness incentives and free access to all on-site OUC fitness facilities
- Access to family-oriented recreational areas
- Paid Conference and Training Opportunities
- Hybrid work schedule
The ideal candidate will have: - Associates Degree in Business, Office Administration or related field of study from an accredited college or university; Two (2) years of additional experience (as described below) may replace each year short of the education requirement
- Minimum of five (5) years of increasingly responsible secretarial/administrative experience.
- Demonstrated experience directly supporting senior leaders or executives preferred.
- Minimum of one (1) year of experience supporting business operations in the area of assignment and/or business process improvement initiatives, preferred
- Certified Administrative Professional (CAP) or equivalent certification, preferred
- Florida public notary license preferred
Salary Range: $32.692 to $40.865 per hour commensurate with experience (Estimated $68,000 - $85,000 annually) Location: The Greenest Building in Downtown- Reliable Plaza, 100 W. Anderson Street, Orlando, FL 32801 Applicants must be legally authorized to work in the United States at the time of application. This organization does not offer or sponsor employment visas for internship or full-time positions. Please see below a complete Job description for this position. Job Purpose:Responsible for providing administrative support for an executive or senior leader and Business Unit (BU) while performing complex and confidential administrative duties as they relate to the various divisions within the BU. May also be responsible for preparing and/or analyzing moderate to complex reports, preparing presentations, reviewing BU practices, policies and procedures, and making recommendations to management.
Primary Functions: - Provide administrative support for the BU, including, but not limited to, responsibility for the completion and accuracy of documents, composition of routine correspondence, reading and routing mail, answering and forwarding calls, and addressing customers needs and inquiries;
- Provide support to executive or senior leader with travel arrangements, calendar management, appointment/event planning and scheduling, and credit card billing and transactions;
- Compile and assist in the preparation and review of presentations, financial reports, records, minutes, copies of correspondence or other printed material;
- Take meeting notes and independently follow up on action items from the meetings;
- Work with BU personnel to review contracts/agreements; provide support and tracking of purchasing activities related to document flow of approved documents, including bid proposals, contracts, agenda items, etc.; proofread contracts and prepare agenda Items;
- Track purchase orders and advise on status to ensure BU funding requirements are met;
- Analyze, review, and recommend process improvements to BU management;
- Review invoices and advise business unit management of any adjustments for billing purposes; process invoices for billing of customers and vendors.
- Interpret a variety of data and convert into complex spreadsheets for analysis;
- Work on budget items under the direction of the executive or senior leader; identify, research, and explain budget variances;
- Provide support to committees and project teams related to the BU;
- Maintain highly confidential and sensitive information in the BU or department;
- Keep office supplies inventory and order supplies as needed;
- Perform other duties as assigned.
Technical Requirements:- Working knowledge of all, but not limited to, the following:
- General office administration and management principles and practices;
- Familiarity with all of, but not limited to, the following:
- Budgeting and purchasing principles and processes (purchase orders and order requisitions);
- Software applications (i.e. JD Edwards EnterpriseOne, Chrome River, Tungsten Network, Documentum, Insight [console])
- Related industry, organizational and departmental policies, practices, and procedures; legal guidelines, ordinances, and laws;
- Strong organizational and work coordination skills;
- Flexible in a fast-paced environment and able to adjust to multiple and changing priorities;
- Exercise independent judgment, prioritization, and planning in daily activities;
- Strong communication skills, both verbal and written;
- Ability to:
- Review and analyze work processes and BU data, and recommend process improvements;
- Understand and apply governmental accounting practices in maintenance of financial records;
- Effectively work with a variety of people at all levels of the organization;
- Type 50 correct words per minute;
- Accurately take meeting notes;
- Make arithmetic computations using whole numbers, fractions and decimals, rates, ratios and percentages;
- Use Microsoft Office Suite (Word, Outlook, Excel, etc.) and standard office equipment (computer, telephone, copier, etc.);
Education/ Certification/ Years of Experience Requirements: - Associates Degree in Business, Office Administration or related field of study from an accredited college or university; Two (2) years of additional experience (as described below) may replace each year short of the education requirement
- Minimum of five (5) years of increasingly responsible secretarial/administrative experience
- Minimum of one (1) year of experience supporting business operations in the area of assignment and/or business process improvement initiatives, preferred
- Certified Administrative Professional (CAP) or equivalent certification, preferred
- Florida public notary license preferred
Working Conditions: This job is absent of disagreeable working conditions. This job is performed in an office work environment.
Physical Requirements: This job consists of constant or very frequent speaking, hearing, reading, writing, typing, sitting, and repetitive motions. This job may occasionally consist of driving a company vehicle, reaching over head, and climbing (ladders, stairs, hills, etc.). OUCThe Reliable One is an Equal Opportunity Employer who is committed through responsible management policies to recruit, hire, promote, train, transfer, compensate, and administer all other personnel actions without regard to race, color, ethnicity, national origin, age, religion, disability, marital status, gender, sexual orientation, gender identity or expression, genetic information and any other factor prohibited under applicable federal, state, and local civil rights laws, rules, and regulations. EOE M/F/Vets/Disabled
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