Executive Assistant

Regis HR Group•Kendall, FL

About The Position

The Executive Assistant role is a critical support position responsible for managing a wide range of administrative tasks to ensure the smooth operation of the CEO's office. This role requires exceptional organizational skills, discretion, and the ability to proactively manage complex schedules and communications. The Executive Assistant will act as a gatekeeper for the CEO's time, facilitate communication with key stakeholders, and manage special projects. This position plays a vital role in building relationships, supporting executive decision-making, and ensuring the efficient coordination of meetings and events, including board meetings.

Requirements

Ability to prioritize and manage multiple projects simultaneously
Proven experience supporting C-level executives
3–5 years of administrative experience
Collaboration with senior executives, team members, and clients
High degree of organizational skills and time management
Excellent written and verbal communication skills
Advanced organizational and time management abilities

Responsibilities

Completes a broad variety of administrative tasks including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures the CEO's schedule is followed and respected. Gatekeeper for direct access to the CEO's time.
Communicates on behalf of the CEO, with Board members, donors, staff, and others.
Researches, prioritizes, and follows up on issues addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action.
Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which have organizational impact.
Successfully completes critical aspects of deliverables with a timely hands-on approach, including drafting acknowledgement letters, personal correspondence, preparing reports, presentations and other tasks that facilitate CEO's ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Assists with coordination of the board meetings and retreat including all travel arrangements, lodging, and meal planning for attendees.
Maintains discretion and confidentiality in relationships with all board members.
Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters.
Coordinates the agenda of senior management and staff meetings and prepares minutes.
Facilitates cross-divisional coordination of travel and outreach plans.
Participate in fundraising activities, staff and department meetings.
Perform any other related duties as assigned.