Executive Assistant

CRC Group

1d•Onsite

About The Position

Large national title insurance company with office in Miami, FL is seeking an experienced executive and personal assistant to the CEO. The right candidate will have excellent communication skills, multi-tasking capabilities and know how to be resourceful and get tasks completed efficiently. This role involves managing a wide range of responsibilities including phone and calendar management, event coordination, travel arrangements, home and car management, insurance and medical administration, personal assistance, client relationship management, and report generation. The ideal candidate will be detail-oriented, professional, proficient in Microsoft Office (Outlook, Teams, Excel), and possess strong information gathering, attention to detail, and gatekeeping skills. A patient, thick-skinned, supportive, customer service-oriented, and adaptable personality with high energy and a positive attitude is essential for this role, which requires handling sensitive and confidential information.

Requirements

Detail-oriented and professional
Must be proficient in Microsoft Office, including but not limited to Outlook, Teams, and Excel.
Ability to work independently
Personality needed: patient, thick-skinned, someone who can manage an executive personality but it’s a supportive partnership
Customer service oriented
Communication skills – written, verbal and presentation
Information gathering and monitoring
Attention to detail and accuracy
Gatekeeper/Right hand: Handle sensitive and highly confidential information and matters in a trusted and responsible manner
Flexibility and adaptability
Computer skills and knowledge of relevant software
High energy, a positive attitude a must
5+ years of well-rounded experience
Outstanding communication and interpersonal skills
High level of accountability
Creative problem-solving skills

Responsibilities

Phone Management: Passing through calls, screening calls, letting CEO who’s on phone via intraoffice chat platform; sending to voicemail or putting through, prioritizing the transferring of multiple calls
Calendar Management: Scheduling appointments, meetings, setting up zoom and team meetings, meals, work events, personal events, payment dates, tax payment dates, important family occasions, dates, and holidays
Event Management: Coordinating all aspects of CEO hosted events whether business or personal. Tasks included but not limited to Industry events in NY & Miami, creating invites, working with party planner, sourcing venue locations, maintaining RSVP, etc.
Reservation Management: Business/personal, week/weekend.
Travel Management: Working with Travel Concierge or Personal Concierge to book all travel, business and personal, commercial flights, private flights, hotels, car services, activities, etc. Arranging travel between NY and Miami office when needed.
Home Management: Working with both house managers in Miami and Hamptons to review all bills, utilities, vendors, work to be done, etc. Timely payment of real estate taxes for both. Handling emergencies, if any, with both.
Car Management: Scheduling inspections, handling insurance payments, coordinating maintenance visits, getting new insurance cards, etc.
Insurance Management: Keeping all insurances up to date and paid, Homeowners, Auto, anything else. Communicating with the various insurance brokers to handle renewals and all matters.
Medical Management: Handling all medical appointments, procedures, check-ups, etc. for the family as needed.
Personal: Assisting with Gifting, Birthday’s, Holidays, Anniversies, and other important dates.
Client Management: Handling CRM information, updates, new entries, client communications.
Bank/Investment/Legal Management: Handling communications with all professional services and advisors
Reports: Daily reports of what transactions are closing, for the day, week and month. Other reports as needed.