Executive Assistant
Employment Type : Full-Time
In addition to general duties of the Executive Assistant to the CEO, this individual will provide specialized analytical support to assist on special projects. Research issues, analyzes problems, determines approaches, compiles data, and prepares reports. Interfaces with and coordinates activities between various departments and outside parties. Work is generally of a critical and confidential nature and at times complex requiring strong attention to detail. Refers (filters) routine matters to appropriate parties and follows up to ensure proper disposition. Uses tact and diplomacy and practical knowledge of company policies, practices, and procedures. Will lead event planning, to include Executive or Leadership meeting, celebrations, and Board meetings. This position is a hybrid role which requires regular/weekly in office presence as directed
Key Duties and Responsibilities
- Prepare and coordinate execs travel and schedule, which can change on a minute-to-minute basis.
- Answering phone inquiries, directing calls, and providing basic company information. manages invoices and T&E
- Able to perform administrative duties, maintaining files, organizing documents, and managing confidential information.
- Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
- Plans/organizes and implements events such as Board and Executive meetings, Leadership meetings, calls or off business luncheons, or client meetings and dinners, etc.
- Manages executive schedule and acts as liaison for executive leader.
- Prepares reports, presentations (i.e., reviews, format, edit) and data; prepares information and research for executive needs.
- Handles confidential information; organizes and maintains files, correspondence, and notes.
- May help plan company events, meetings, and employee team building activities or special projects.
- Other duties as signed
Key Qualifications and Skills
- Bachelor’s degree in business administration or related field preferred, with a minimum of 10 years’ experience supporting a C suite leader, with a minimum of 3 yrs. directly supporting a CEO
- Strong computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel) with the ability to navigate web and email at high competency knowledge. Advanced desktop calendar management program and other software tools including zoho, org charts, etc. is a plus.
- Prior experience working in a fast-paced, transformational environment with the ability to manage multiple tasks and/or projects at hand.
- Competencies include, but not limited to- champions Improvements, strong analytical and process skills, demonstrates independent thinking, solution oriented, immaculate attention to detail and precision, and
- Comfortable with interacting with C- Suite executives and knowing when to escalate concerns in a professional and timely manner; particularly around such thing as scheduling appointments/updating calendars is a must.
- Able to organize and manage large amounts of tasks, schedules, and information. Excellent time management and prioritization skills
- Self-directed and able to work without supervision and exercise independent judgement, when necessary, consulting with supervisor as appropriate.
- Excellent written and verbal communication skills
- Professional, flexible and must possess the ability to operate with a high degree of confidentiality
- Energetic and eager to tackle new projects and share ideas on how to improve processes
- Comfortable working independently and in a team environment
Location: 4700 Exchange Court
Job Type: Full-time
Pay: $75,000.00 - $90,000.00 per year
Schedule:
- 8 hour shift
- Monday to Friday
Ability to commute/relocate:
- Boca Raton, FL: Reliably commute or planning to relocate before starting work (Required)
Education:
Experience:
- supporting C suite leader: 10 years (Required)
- directly supporting a CEO: 3 years (Required)
Work Location:
Work Remotely:
Work Location: Multiple Locations