Executive Assistant (Hybrid)

AAA Brand•Lake Mary, FL

2d•Hybrid

About The Position

The Executive Assistant serves as a trusted partner to senior executive leadership, providing essential administrative and operational support within a dynamic, deadline-driven environment. This role facilitates communication and coordination among executives, board members, key internal and external stakeholders, and employees, ensuring seamless management of executive priorities, confidential information, and organizational workflows. The Executive Assistant also manages and coordinates projects as required, resolving issues and exercising judgement to advance project initiatives.

Requirements

Demonstrated ability to exercise independent judgment on matters of significance, particularly when supporting senior executives and executive-sponsored initiatives.
Ability to represent executive leadership in project coordination, stakeholder communications, and issue resolution.
Strong decision-making skills with the ability to assess risks, priorities, and impacts in a fast-paced environment.
Uses time effectively; anticipates obstacles, adjusts priorities as needs change, and keeps others informed of progress.
Ability to coordinate senior stakeholders, resolve competing priorities, and drive initiatives forward without direct supervision.
Exceptional written and verbal communication skills, including drafting executive-level correspondence, reports, presentations, and briefing materials.
Outstanding work ethic and a high level of confidentiality, as well as the ability to make sound decisions on behalf of the executive, his/her direct reports, and AAA's executive staff
Ability to analyze budget variances, support annual budget development, and provide executive-level summaries and insights.
Advanced knowledge of standard PC applications, including presentation software and intranet/internet usage
Five (5) to seven (7) years of progressively responsible executive or senior administrative support experience, supporting senior leadership (e.g., Vice President, C-suite, or equivalent).
Prior experience supporting board, committee, or executive-level meetings strongly preferred.
Experience with budget tracking, financial reporting, and expense management in a corporate or nonprofit environment.

Nice To Haves

Bachelor’s degree in Business Administration, Management, Communications, or a related field preferred.
An equivalent combination of education and progressively responsible experience may be considered.

Responsibilities

Manages the flow of internal and external executive communications, ensuring timely and accurate exchange of information among stakeholders and partners.
Prepares and organizes special reports, drafts/edits speeches, drafts/edits correspondence, and creates presentations as required.
Manages the comprehensive scheduling and coordination of executive appointments, meetings, travel, and departmental events.
Ensures seamless execution of meeting agendas, event and conference planning, and other complex logistics.
Assists with preparing information for the Board of Directors (BOD), committee, executive, and club meetings.
Sends materials in advance to Club executives and BOD members as needed and researches background information for meetings.
Monitors departmental expenses, tracks monthly budget variances, and ensures effective budget management.
Assists in developing annual budgets, managing expense reports, and conducting monthly budget reviews.
Provides project management leadership for executive-sponsored and cross-functional initiatives.
Exercises judgment and discretion to move projects forward, resolve issues, and represent the executive’s interests as needed.
Maintains awareness of departmental projects and activities; prepares updates on departmental projects and activities, as needed.
Communicates with club executives, officers, committee members, and employees regarding special projects, programs, and activities.
Acts as a thought partner by anticipating needs, identifying risks, and providing solutions when necessary.
Tracks strategic initiatives and follows up on action items to ensure timely execution.
Performs all other duties as assigned.