Business Operations & Administrative Coordinator

<p><strong>Business Operations &amp; Administrative Coordinator</strong></p><p><br /></p><p><strong><em>On-Site Role | St. Petersburg, FL</em></strong></p><p><br /></p><p><strong>Position Overview:</strong></p><p>The Business Operations &amp; Administrative Coordinator serves as a key operational partner supporting leadership and the day-to-day operations of the business.</p><p><br /></p><p>This individual will work closely with the leadership team and cross-functional partners to help ensure smooth business operations, effective communication, and strong execution across projects, meetings, events, and leadership initiatives.</p><p><br /></p><p>The role requires someone who is highly organized, proactive, adaptable, and comfortable managing a wide variety of responsibilities. This individual will provide administrative and operational support while helping coordinate projects, leadership priorities, office operations, and special initiatives.</p><p><br /></p><p>This is an on-site, Monday–Friday position based in St. Petersburg, FL.</p><p><br /></p><p><strong>Key Responsibilities:</strong></p><p><br /></p><p><strong>Leadership &amp; Administrative Support</strong></p><ul><li>Manage calendars, scheduling, and limited travel coordination for leadership.</li><li>Prepare presentations, reports, PowerPoint materials, and meeting documents for leadership meetings.</li><li>Coordinate meeting agendas, materials, logistics, and follow-up communications.</li><li>Track meeting outcomes and ensure action items, reminders, and next steps are communicated and followed through.</li><li>Assist with expense tracking and budget management, including coordination of leadership budgets and incentive programs.</li><li>Coordinate the purchase and distribution of gift cards and other sales incentives.</li><li>Support leadership with special projects and priority initiatives as needed.</li><li>Maintain strong working relationships with leadership and cross-functional teams while handling sensitive information with professionalism and discretion.</li></ul><p><br /></p><p><strong>Business &amp; Project Coordination</strong></p><ul><li>Support project management efforts across key business initiatives led by the leadership team.</li><li>Track project timelines, action items, deliverables, milestones, and key deadlines.</li><li>Help maintain organization and visibility across ongoing projects and initiatives.</li><li>Coordinate follow-ups with project owners and stakeholders to help ensure timely execution.</li><li>Organize project documentation, meeting notes, and supporting materials.</li><li>Assist with identifying potential roadblocks and escalating issues when appropriate.</li><li>Take ownership of assigned projects and tasks from start to finish.</li></ul><p><br /></p><p><strong>Office &amp; Site Operations Support</strong></p><ul><li>Serve as a key point of contact for day-to-day office and site operational needs.</li><li>Help maintain a professional, organized, and welcoming office environment.</li><li>Coordinate with internal teams, including Facilities, IT, Security, and other departments, to address site needs.</li><li>Assist with office supplies, inventory, shipments, deliveries, and other operational requirements.</li><li>Support visitor logistics, including office access, meeting preparation, and on-site coordination.</li><li>Help coordinate logistics for new employees, visitors, and other on-site needs.</li><li>Proactively identify and address operational needs to help ensure the site runs smoothly.</li></ul><p><br /></p><p><strong>Events, Meetings &amp; Leadership Visits</strong></p><ul><li>Assist with planning and coordinating internal meetings, leadership visits, team events, and special initiatives.</li><li>Prepare the site for leadership visits and other key business meetings.</li><li>Coordinate meeting spaces, technology, vendors, catering, transportation, and other event logistics as needed.</li><li>Ensure meeting materials, agendas, presentations, and other resources are prepared in advance.</li><li>Support scheduling and logistics for training sessions, conferences, and business events.</li><li>Coordinate travel, accommodations, and other logistics for business participants when needed.</li><li>Assist with on-site event execution and follow-up.</li></ul><p><br /></p><p><strong>Sales &amp; Leadership Operations Support</strong></p><ul><li>Coordinate leadership summits and assist with logistics for regional meetings.</li><li>Attend key meetings and track decisions, action items, tasks, and follow-up responsibilities.</li><li>Assist with internal communications, including leadership updates, announcements, and leaderboards.</li><li>Support the preparation of sales and leadership presentations, reports, and meeting materials.</li><li>Assist with coordination of sales meetings, training sessions, and other leadership initiatives.</li></ul><p><br /></p><p><strong>Communication &amp; Team Coordination</strong></p><ul><li>Draft follow-up emails, meeting summaries, and reminders.</li><li>Coordinate communication across teams and leadership to support alignment and execution.</li><li>Serve as a reliable resource for coordinating priorities, follow-ups, and key business activities.</li><li>Build strong working relationships across departments and serve as a trusted point of contact for operational coordination.</li></ul><p><br /></p><p><strong>Qualifications &amp; Skills</strong></p><ul><li>Highly organized with exceptional attention to detail and follow-through.</li><li>Excellent written and verbal communication skills.</li><li>Strong ability to manage multiple priorities and deadlines in a fast-paced environment.</li><li>Proactive, resourceful, and comfortable working independently.</li><li>Strong problem-solving skills and the ability to anticipate needs before they arise.</li><li>Comfortable supporting multiple leaders and working across a variety of business functions.</li><li>Ability to quickly adapt to changing priorities and provide support wherever needed.</li><li>Strong proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, Teams, and Word.</li><li>Experience supporting leadership, coordinating projects, managing office operations, or planning events is preferred.</li><li>Ability to handle sensitive and confidential information with professionalism and discretion.</li></ul><p><br /></p><p><strong>Ideal Candidate:</strong></p><p>The ideal candidate is a highly dependable and adaptable professional who enjoys being at the center of the action. They are comfortable balancing administrative responsibilities with project coordination, event planning, office operations, and leadership support.</p><p><br /></p><p>This person takes initiative, follows through, and is willing to step in wherever needed to help solve problems and keep priorities moving forward. They are organized, resourceful, and thrive in a fast-paced environment where no two days look exactly the same.</p>