Executive Assistant

Job Title: Executive Assistant

Location: Miami, FL

Job Type: Full-Time

Job Overview

The Executive Assistant will provide high-level administrative support to senior executives within the organization. This role involves handling confidential information, managing executive schedules, coordinating meetings and travel, and acting as a liaison between the executive and internal/external stakeholders. The ideal candidate is highly organized, proactive, and able to work in a fast-paced environment while maintaining attention to detail.

Key Responsibilities

• Administrative Support:
• Manage and prioritize the executive's calendar, ensuring efficient time management and the scheduling of meetings.
• Screen incoming calls, emails, and other communications, responding when necessary on behalf of the executive.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Maintain a high level of confidentiality in handling sensitive information.
• Meeting Coordination:
• Organize and coordinate internal and external meetings, including preparing agendas, taking minutes, and following up on action items.
• Schedule and coordinate travel arrangements, including flights, accommodation, and itineraries for both domestic and international trips.
• Communication & Liaison:
• Act as the point of contact between the executive and internal teams or external clients, facilitating communication and fostering positive relationships.
• Handle requests and queries efficiently, ensuring the executive is fully informed and prepared.
• Project Management:
• Assist with special projects, research tasks, and presentations as directed by the executive.
• Track project deadlines and milestones, ensuring timely completion.
• Event Planning:
• Organize company events, board meetings, offsite conferences, and other events as needed.
• Office Management:
• Maintain office supplies and equipment, coordinating with vendors for any necessary services or repairs.
• Assist in managing expense reports, budgets, and financial records for the executive's office.

Qualifications:

• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to handle sensitive and confidential information with discretion.
• Strong interpersonal skills and the ability to work collaboratively with others.
  
  

Job Posted by ApplicantPro