Executive Administrative Assistant

Responsibilities :

Qualified candidates must be based in the South Florida region*

The Executive Administrative Assistant is responsible for autonomously performing complex administrative support for the Executive team, primarily for the CEO, including schedule management, relationship management and task management.

The Executive Assistant is seen as a business partner to the executive team and senior staff and is responsible to ensure the team performs at the highest levels.

The Executive Assistant must enjoy working in a fast-paced, change-oriented environment and handling a wide range of executive related tasks.

Essential Functions will include :

• Manages executive’s calendar, arranges extensive travel, and organize teleconferences, events, and offsite meetings.
• Provides professional administrative support such as typing, editing, copying, filing, faxing, and researching complex topics for the CEO and C-Suite leadership.
• Assists CEO / CFO with confidential board presentation materials. Coordinates board meeting logistics and communications.
• Coordinates and manages travel arrangements for large departmental / executive group trips.
• Coordinate and work with department heads to gather / summarize information required to develop / update documentation needed for audit processes or executive review.
• Completes expense reports independently, answers / prioritizes phones and messages, e-mail, and written, and captures meeting notes and action steps, as needed.
• Plays a key role with planning and execution of employee events, including site selection, catering choice, employee participation and activities / prizes.
• Will be responsible for other duties as assigned.

Required Skills and Knowledge :

Requirements & Qualifications :

• Proven ability to provide confidentiality and discretion, and strong organizational skills and detail-orientation.
• Strong to expert level PC skills including MS Office (Word, Excel, Outlook, and PowerPoint), and experience coordinating travel arrangements.
• Strong organizational and administrative skills with the ability to anticipate, improvise, and adapt for optimal resolutions.
• Excellent written and verbal communication skills with the ability to listen and adapt messages.
• Proactive, personable, ability to multi-task, desire to be involved.
• Results-oriented style delivering outstanding quality and timeliness, while working independently with little supervision.
• Ability to develop and maintain strong partnerships within and outside the organization.
• Requires complete confidentiality due to the sensitive aspects of the responsibilities.
• Travel domestically of up to 20% annually.

This role is expected to be a hybrid remote / in-office position, meaning in-office work may be required at times. One to three days per week on average may be spent at the Organization’s South Florida business office location.

In-office work requirements will be dependent upon the needs of the Executive team and the business.

Physical Requirements :

• Regularly sit / stand / walk / 8-10hr / day
• Lift / carry / push / pull under and over 10lbs occasionally
• Keying frequency, handling, reaching, fine manipulation used regularly

Relocation assistance is not available for this position.

The statements included in this job profile indicate, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent.

This document is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of workers assigned to this position.

Other duties may be required, and the statements included are subject to change at any time. This document is not a contract for employment.