Job Description

Reports to: VP of Operations

Status: Salary, Full-Time, 40 hours per week

Location: On-site, Tampa (Westshore area)

ABOUT ACUITY

Acuity Technologies provides communications services to business clients across the US and Canada. These services include voice-over IP and management of mobile technologies. Although we’re a small team, we’re trusted by some of the biggest companies in the US.

We’re based in Tampa and have been in business for 20 years. Our growth has been a result of the efforts of a diverse team focused on innovation and professionalism. If you take pride in being innovative, delivering excellent results to great clients, and contributing to the energy of a growing team, we want to meet you!

BENEFITS ENJOYED BY ACUITY TEAM MEMBERS

We know it’s important for our team to feel rewarded, so we’ve ensured that our team enjoys strong benefits and recognition. In addition to health insurance, paid time off, and a generous retirement package, we’re also a pet-friendly office with four types of gourmet coffee and assorted healthy snacks.

POSITION SUMMARY

The Administrative Assistant plays a key role in supporting daily office operations, coordinating communications, and assisting with social media activities. This position involves organizing schedules, handling various office tasks, supporting internal events, and contributing to our online presence. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.

KEY RESPONSIBILITIES:

1. Administrative Support:

• Manage and maintain teams’ calendars, including scheduling meetings, appointments, and travel arrangements for key members.
• Coordinate and prepare materials for lunch marketing/client meetings, presentations, and reports as needed.
• Handle incoming correspondence (emails, letters, packages), ensuring timely responses and appropriate follow-up.
• Assist the Office/HR Manager in planning office activities such as social events and other employee-related activities such as birthdays and work anniversaries.

2. Communication and Coordination:

• Handles weekly/monthly social media communication and content.
• Assist Marketing/Operations departments with client projects.

4. Confidentiality and Discretion:

• Handle sensitive information with the highest degree of confidentiality and discretion.
• Maintain and organize confidential files and records.

5. Office Management:

• Ensure office supplies are stocked, and equipment is functioning properly including breakroom.
• Ensure the office is always presentable and serves as the first point of contact for visitors.

6. Travel and Expense Management:

• Arrange and coordinate complex travel itineraries, including flights, accommodation, and ground transportation.
• Assist Office Manager in gathering credit card receipts.

Qualifications:

• Education: High School Diploma or GED required; degree in Business Administration, Communications, or a related field is a plus.
• Experience: Minimum of 3 years of experience as an administrative assistant or in a similar role.
• Skills:
  • Exceptional organizational and time-management skills.
  • Strong verbal and written communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to multitask and prioritize tasks in a fast-paced environment.
  • High level of professionalism and a strong sense of discretion.
  • Social Media Content experience
  • Problem-solving mindset and ability to work independently.

Preferred Attributes:

• Interpersonal Skills: Ability to interact effectively with various stakeholders, including executives, clients, and team members.
• Attention to Detail: Meticulous attention to detail in all aspects of work.
• Adaptability: Flexibility to adapt to changing priorities and demands.
• Tech-Savvy: Familiarity with project management tools, video conferencing platforms, and other digital tools.

EEO STATEMENT

Acuity Technologies is an Equal Opportunity Employer. We prohibit discrimination and harassment of any type and afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. This policy applies to all employment practices within our organization. We make hiring decisions based on qualifications, merit, and business needs.

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