Website $160K+ DOE
Executive Assistant Miami
Job Description
If you are an independent minded, energetic, detail-oriented, and proactive person who thrives in a fast-paced environment, then this may be the perfect job for you. You will assist with anything needed to ensure that the day-to-day operation of the team and business runs efficiently. You are no stranger to managing calendars, bookingtravel/creating itineraries, and ensuring an orderly office environment and schedule. Additionally, you need to be organized, flexible and enjoy the administrative challenges of supporting a small office. The ability to interact withstaff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, resourceful, an efficient, with a high level of professionalism and confidentiality is crucial to this role. Prior executive assistant experiencesupporting senior executives is a plus.
Responsibilities
- Arrange, confirm, and manage extremely detailed calendars; schedule complex senior-level meetingsand related logistics ensuring that the principal is on time for all appointments.
- Coordinate meetings with other staff; play a key role in the coordination of staff efforts both within and outside the department. If there is a discrepancy ensuring all parties are aware of any updates or rescheduling.
- Serve as a liaison between all levels of internal staff, executive staff, external clients, and the This includes receiving visitors, answering a variety of questions with tact and diplomacy.
- Manage email communication, including prioritizing emails and corresponding on behalf of the principal; maintain and update Outlook Contacts. Exercise discretion in committing time and evaluating needs.
- Coordinate complex international and domestic travel including flights, hotel, ground transportation, travel advances and foreign currency. Coordinate necessary passport/visa credentials.
- Confirm restaurant reservations, book car service, reserve conference rooms, place catering orders, etc.
- Maintain business and personal files, faxing,scanning,and photocopying
- Compose and prepare letters relating to routine correspondence for the Executives signature.
- Prepare,reconcile,and submit expense reports.
- Assist with personal matters including scheduling doctors’ appointments on an ad-hoc basis.
- Provide coordination, monitoring, and communication of projects and programs related to the principal.
- Manage and pivot support based on rapidly evolving executive calendar (business and personal) on a real-time basis.
- Provide shared “oncall” availability to answer the Principal’sq uestions via email, text, or phone.
- Routinely perform a wide variety of support duties.
Qualifications
- Excellent calendar management skills,including coordination of meetings/calls/events
- Experience scheduling domestic and international travel
- Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
- Experience in greeting clients and maintaining the office with a client service mindset
- Ability to work independently, high attention to details and strong organizational skills
- Embody the art of multi-tasking effectively
- Self-starter attitude with excellent anticipation skills,problem-solving and follow up
- Opento travel
- Open to working weekends
Benefits
The client offers a competitive base salary and discretionary bonus based on performance as well as a comprehensive benefits package. Passionate about the teams we support and the communities where our teams operate, we offer opportunities to enjoy the love of the game together, including complimentary and discounted tickets to games, concerts, and other events.
My client is an Equal Opportunity Employer.