Executive Assistant

TBC Corporation•Lake Park, FL

21h•Onsite

About The Position

The Executive Assistant provides high-level administrative support to one or more executives. This position oversees complex calendar management, meeting planning, creating presentations, travel arrangements, and regular administrative functions. This position is highly visible, both internally and externally, and will work with shareholders, vendors, stakeholders, etc. ensuring a seamless experience for all involved.

Requirements

Minimum of two (2) plus years of administrative assistant experience supporting C-Level Executives
Uphold a strict level of confidentiality and handle sensitive information with professionalism
Ability to manage multiple tasks, prioritize effectively, and meet deadlines
High level of proficiency in Microsoft Office software
Ability to independently resolve issues and make decisions
Flexible to adjust to changing priorities and requirements
Aptitude for learning technology, systems, and software
Proactive attitude
Effectively manage time and resources
Strong Attention to detail
Excellent communication skills
Ability to accurately handle correspondence, scheduling, and documentation
Must have reliable transportation for occasional errands, meeting and event set up, etc.

Nice To Haves

Bachelor’s degree in business administration, communications, office management, hospitality or related field preferred
Bilingual in Spanish /English is a plus

Responsibilities

Provide administrative support to executives
Manage complex calendars and appointments for executives
Coordinate travel arrangements and accommodations
Reconcile expenses and submit expense reports timely and accurately
Handle correspondence, emails, and phone calls
Organize and maintain files and records
Prepare reports, presentations, and other documents
Conduct research and gather information as needed
Assist with meeting preparation and logistics
Manage office supplies and inventory
Act as a liaison between executives and other internal/external contacts
Handle confidential information with discretion and professionalism
Anticipate needs and proactively address them to support your executive
Record meeting minutes and distribute
Assist with meetings and events
Arrange and set up catering and food orders for meetings as requested
Order and distribute lunch(es) for executive(s)
Assist with PowerPoint presentations and agendas
Send calendars invites and emails on behalf of executive
Maintain storage closet
Assist with refilling executive refrigerators and fixing coffee machines
Assist with visas and passport renewals as necessary
Effectively collaborate with other Executive Assistants and other TBC team members
Other duties as assigned.