Executive Assistant
Zimmerman Advertising•Fort Lauderdale, FL
•Onsite
About The Position
The Executive Assistant will provide comprehensive support to the Founder & Chairman in both professional and personal capacities, acting as a trusted extension of the principal. This role involves managing the principal's calendar, travel, meetings, and daily operations, while also serving as a backup to the Business Manager. The ideal candidate will project a professional image and handle a wide range of duties with a proactive and detail-oriented approach.
Requirements
- Must have 10+ years of experience as an Executive Assistant
- Must be computer literate with proficiency in MS Word, MS Excel, MS PowerPoint, MS Outlook/Express, with the ability to learn new computer systems
- Proven ability to manage multiple tasks while working independently
- Strong attention to detail
- A strong sense of urgency and commitment to get the job done quickly and with high quality
- Comfortable working with a strong and direct personality
- Able to maintain composure in high-pressure situations
- The ability to communicate, both written and verbal, with people at all levels of an organization
Responsibilities
- Own and proactively manage an extremely dynamic, fluid, and ever-changing calendar
- Prepare Founder & Chairman with executive briefings in advance of meetings, including relevant background, attendee information, prior discussions, key objectives, outstanding issues, and anticipated discussion points
- Coordinate and prepare conference rooms meetings, including room setup, technology, materials, attendee lists, catering and refreshments, seating arrangements, and any other meeting-specific requirements
- Serve as a thoughtful gatekeeper of the principals' time, ensuring requests are properly vetted and considered
- Handle multiple projects and tasks
- Be available before and after hours for phone calls – 24/7 mentality
- Partner with the Business Manager on complex domestic and international travel
- Support logistics involving the family's private aircraft as well as commercial aviation
- File expense reports
- Participate in board meetings and executive calls, capturing and preparing clear, concise notes, key decisions, action items, and follow-up items for the Founder & Chairman
- Maintain and update electronic database
- Maintain the current filing system - offering new solutions to streamline
- Handle correspondence and applicable communication
- Upon arrival and before leaving, must maintain professional and clean working environment
- Maintain close communication with all necessary associates on all issues that impact the Founder & Chairman
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
