Executive Assistant (CEO)

WTA Tour, Inc. - Manager
St. Petersburg, FL · FL
Administration/General Management: Administrative/Executive Assistant
Department | Administration
Work Location | St. Petersburg, FL
Reports To | CEO, WTA Tour
FLSA Classification | Exempt

Candidates must be local to St. Petersburg/Tampa Bay as this is a hybrid role in the St. Petersburg office.

Summary:   
The Executive Assistant will perform a wide variety of administrative activities for the Chief Executive Officer and also serve as a central point of contact for the WTA Tour senior management team. This role will ensure all matters are handled in a very timely and professional manner. Along with being resourceful, the Executive Assistant will need to thrive in a fast-paced and demanding environment & possess strong attention to detail. This individual will be a trusted agent and handle sensitive and confidential information. The Executive Assistant will establish and maintain excellent working relationships with employees at all levels of the organization as well as external contacts. The Executive Assistant must be able to work autonomously as well as being a team player, managing multiple work streams simultaneously. 
 
Essential Job Duties & Responsibilties: 
  • Extensive executive-level diary / outlook calendar management; arranging travel (international and national), meeting rooms, speaking engagements, accommodation and entertainment / hospitality where required. 
  • Managing the CEO inbox, responding to emails or delegating where necessary. Bringing urgent emails, correspondence or matters to the CEO’s attention. 
  • Preparing relevant information for meetings and responding to any information requests as appropriate. 
  • Undertaking all administrative activities as required – including but not limited to screening calls, processing, reconciling and submitting expenses, maintaining a structured digital and physical filing/record keeping system and contact lists, organizing couriers, ordering office supplies, coordinating mailings, all relevant document creation / organization /management and weekly/monthly administration tasks in connection with the smooth running of the department 
  • Help manage and organize WTA Board meetings as necessary (diary management as well as organize paperwork and minutes as instructed) 
  • Corporate / Legal document management amendments / collation and dissemination. 
  • Organizing, checking and approving approvals where necessary. 
  • The provision of a highly confidential administrative support service with a degree of diplomacy. To liaise with other Leaders’ offices, to process requests, transfer information, enabling national and international co-operation in a timely and efficient manner. 
  • Handling and resolving any issues, being a professional problem solver. 
  • Meet and manage visitors to ensure the best impression and a professional image is maintained. 
  • Other duties/projects as assigned. 
 Education and Experience: 
  • College degree in Business or related field 
  • 5 years of administrative experience or the equivalent combination of education and experience preferred. 
  • Previous experience in providing senior executive level professional PA, secretarial and administrative support. 
  • Advanced knowledge of and proficiency in using: Microsoft Office Package; Word, Outlook, PowerPoint and Excel and database systems. 
  • Thorough knowledge of tennis 
 
Required Skills and Competencies: 
  • Excellent communication skills (verbal & written); able to build effective relationships internally and externally. 
  • A self-starter with a desire to achieve excellence, being motivated and driven. 
  • Ability and willingness to take on new and different challenges. 
  • Friendly, approachable and confident manner with a flexible, can-do attitude, collaborating for success. 
  • Proactive and responsible team player, taking pride in the role. 
  • Ability to show maturity and initiative in often pressurized and confidential situations. 
  • Excellent organizational skills, able to multi-task, excellent  time management and an eyefor detail. 
  • Proven ability to work under pressure, to tight time lines and enjoy understanding issues and creatively problem solving. 
  • Pro-active team member with excellent interpersonal skills and capability to create rapport at all levels. Equally able to work independently. 
  • Excellent attention to detail and accuracy – using methodical approach and sound judgment to ensure all aspects of a task or project are anticipated and dealt with. 
  • Track record of successfully working as part of a team, in a fast-paced environment. 

Travel Requirements: 
Some Domestic and International travel may be required. 

Supervisory Responsibilities: 
None 

Position Type/Work Schedule: 
Full Time, 40 hours a week. Typical schedule will be Monday-Friday. 
 
Work Environment/Physical Demands: 
Work environment characteristics described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 
 Working Conditions 
The noise level in the work environment is usually quiet to moderate. The passage of employees through the work area is average and normal. 
 
Physical Demands 
The employee is required to sit for long periods; use close/distant vision; hear using the telephone; bend at the waist and knee; communicate verbally and electronically with worldwide constituency; use hands and fingers to operate a computer and telephone keyboard. Must be able to lift 50 lbs. 
 
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.

Job Questions:

  1. Are you located in the Tampa Bay area and comfortable with a hybrid remote/in office schedule?

  2. Are you legally eligible to work in the US?

  3. Will you now or in the future require visa sponsorship?

  4. What salary range are you looking for? (Range required)

  5. Please describe in detail your experience providing senior executive level assistance.

  6. Please describe your Microsoft Office proficiency.