Executive Assistant

IPG • Sarasota, FL

3d

About The Position

We are looking for a highly organized, fiercely proactive Executive Assistant (EA) to support the CEO and SVP of Operations (SVP). Ensure smooth administrative operations across various functions by managing multiple tasks, coordinating meetings, assisting with corporate events, and timely completion of key reports and meetings. While you will be partnered with both executives, the SVP needs a true right hand. That means anticipating needs before they’re voiced, protecting his time like a hawk, and handling his email inbox, and calendar management so he can focus on operations. This is not a passive “take notes and book travel” role. This is for an EA who thrives on ownership, pattern recognition, and making two very busy leaders’ work life much smoother.

Requirements

• High school diploma or equivalent required.
• 5+ years of experience in administrative support, preferably in C-Suite.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Attention to detail and ability to manage multiple projects simultaneously.
• Ability to handle confidential and sensitive information.
• Strong problem-solving skills and initiative.
• Ability to work independently and as part of a team.

Nice To Haves

• Associate's degree or higher preferred.

Responsibilities

• Coordinate travel arrangements, manage travel logistics, update travel logs, process expenses, and prepare expense reports for the CEO and SVP.
• Plan, schedule, and coordinate corporate events, including holiday dinners, team-building activities, conferences, seminars, and other internal/external gatherings.
• Assist teams in the completion and submission of new forms, coding, and review processes.
• Provide general administrative support as needed, including handling ad-hoc projects and assisting with various tasks across departments.
• Email management for SVP: Triage, draft responses, flag action items, and/or unsubscribe from the noise. Aiming to reduce redundancy or re-organizing low priority items from his Inbox and on his behalf.
• Calendar orchestration for SVP: Proactively resolve conflicts, build in time “Work” time, and set boundaries.
• Learn SVP's priorities, preferences, and pet peeves.
• Remind SVP of the small things such as receipts and upcoming events.
• Project follow-up for SVP: Track action items from meetings and nudge stakeholders (including him) to close loops.
• Manage a lighter version of the above for the CEO: high-level scheduling, expense reports, and occasional minor tasks (e.g., calendar conflicts, travel logistics).
• Resolve calendar conflicts, coordinating joint meetings, and ensuring consistent communication for the CEO.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED