Executive Assistant

Schuyler Line Navigation Company•West Palm Beach, FL

3d•Hybrid

About The Position

Reporting to the Chief Executive Officer (CEO), the Executive Assistant (EA) functions both proactively, and in response to requests from the CEO, to relieve the CEO of administrative work. This role performs a variety of administrative functions, including scheduling across time zones and handling personal details. The EA will utilize discretion and tact, in addition to a considerable degree of independent judgment, in carrying out assigned work. The Executive Assistant also liaises with senior leaders and the Chief Executive Officer to manage priorities, optimize communications flow and maximize executive effectiveness when scheduling. Ultimately, this role provides high-touch executive support, ensuring leadership bandwidth is protected.

Requirements

At least five years of recent relevant experience required.
At least three years of recent experience supporting a C-level executive required.
Able to demonstrate exceptional attention to detail.
Able to solve problems proactively.
Able to work discreetly and professionally with confidential and sensitive information.
Able to be adaptable and effective in fast-paced, growing environments.
Able to demonstrate a collaborative, team-first mindset with a positive, solution-focused approach.
Must possess access to a reliable form of transportation.
Applicants must be currently authorized to work for any employer in the United States.
Able to successfully pass a post-offer background check.

Nice To Haves

A bachelor's degree in business administration, or a related field is strongly preferred; experience can substitute on a year for year basis for a degree.
Experience with Office 365 (Outlook, Teams, Word, Excel) at the Intermediate level strongly preferred.

Responsibilities

Receives, screens, and processes telephone calls, mail, visitors and meeting requests.
Ensures the CEO is kept apprised of all current issues; reviews and analyzes various documents for the purpose of identifying items to bring to the attention of the CEO or senior leaders.
Communicates with senior leaders, employees, outside stakeholders, and other individuals as needed to exchange information or resolve problems.
Handles information of a confidential and/or sensitive nature; exercises judgment, professional discretion and confidentiality.
Drafts and/or proofreads correspondence and other documentation.
Makes executive travel arrangements, including international travel arrangements, reservations, and accommodations; manages associated logistics; arranges meetings including meeting room reservation and set-up, placing and picking up food orders, etc.
Ensures appropriate support materials are prepared, assembled, and distributed, e.g., hand-outs, meeting agendas, presentation materials.
Ensures follow-up and follow-through after meetings, travel, and important events, including by collecting receipts and preparing expense reimbursement requests.
Establishes administrative systems that improve accountability and executive cadence.
Oversees files and records maintenance for the CEO; oversees and maintains office supplies inventory.
Audits processes and creates or updates standard operating procedures on a continuous basis, keeping records accurate and aligned with company policies and standards; actively looks for ways to reduce manual processes and increase efficiency and effectiveness while ensuring appropriate security protocols are maintained.