Executive Administrative Assistant and Office Administrator

Amerant • West Palm Beach, FL

421d

About The Position

The Executive Administrative Assistant and Office Administrator provides essential support to the West Palm Beach Executive Team and other C-Suite Executives. This role acts as a liaison with the CEO's Senior Executive Assistant and collaborates with the Chief People Officer and Facilities Manager to ensure smooth office operations. The position also serves as the office manager, dedicating approximately 40% of the time to this function, ensuring efficient administrative processes and effective communication within the organization.

Requirements

• Five years of experience as an Executive Administrative Assistant.
• Three years of experience as an office manager.
• Associate's Degree in any business discipline.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Excellent attention to detail and strong interpersonal skills.
• Proactive problem-solving skills with strong decision-making capabilities.
• Ability to work independently and handle confidential information discreetly.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Effective business communication skills, both verbal and written.

Nice To Haves

• Experience working with Board members and external partners.
• Demonstrated ability to achieve high performance goals in a fast-paced environment.

Responsibilities

• Provide administrative support to the West Palm Beach Executive Team and visiting C-Suite Executives.
• Greet and assist visitors, vendors, directors, regulators, attorneys, and examiners.
• Receive and review all correspondence for the Executive office, establishing priorities for the Executive Team's attention.
• Act as a gatekeeper for communication between the Executive Office and other departments.
• Facilitate routine matters to expedite actions and channel requests appropriately.
• Review, approve, and coordinate events within budgets for breakfasts, luncheons, and after-hours events.
• Coordinate appointments, meetings, and activities for the Executives.
• Organize committee meetings throughout the year.
• Interact with the Board of Directors and Senior Officers.
• Assist the CEO's Senior Executive Administrative Assistant with meetings, travel arrangements, and report generation.
• Manage day-to-day building operations, including kitchen administration, supply stocking, and conference room bookings.
• Work with building management for services related to cooling/heating, lighting, cleaning, and maintenance.
• Coordinate with Physical Security to review staff access levels periodically.
• Oversee building-wide file purges and decluttering efforts.
• Maintain Command Center sites and organize setups during disaster recovery situations.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree