Executive Assistant

Moss•Fort Lauderdale, FL

22d•Onsite

About The Position

Moss’ Executive Assistant to the Senior Director, Procurement & Logistics provides administrative support while operating with a high degree of autonomy, demonstrating a significant degree of experience, discretion, and technical skills. The ideal candidate will manage communications, meetings, projects, and activities for the Senior Director, Procurement & Logistics. The Executive Assistant will take a proactive role in ensuring these items are efficiently coordinated and tracked. Responsibilities also include coordinating travel and preparing and reconciling expense reports for the Senior Director’s direct reports, as well as helping coordinate supplier visits and department events. In this role, excellent communication and collaboration are paramount. You will analyze situations and exercise sound judgment in determining appropriate courses of action.

Requirements

Minimum of three years’ experience supporting an Executive
Tech savvy; Proficient in PowerPoint, Office, and MS Excel, Teams, Zoom, etc.

Nice To Haves

Bachelor's degree from a four-year college or university preferred

Responsibilities

Ensure strict confidentiality and discretion in handling sensitive matters, particularly decisions that directly affect the Executives and business partners
Screen and respond to incoming telephone calls promptly and professionally, ensuring efficient communication flow
Greet team members and visitors warmly, both in person and over the phone, effectively answering or directing inquiries and controlling access to specific individuals
Develop a strong understanding of the Global Supply Chain organization, its priorities, key initiatives, and business objectives to effectively support the Executive and their direct reports
Manage Executives correspondence and communications, prepare briefing materials and documents, conduct research, and synthesize information to support the Executive’s priorities, decision-making, and engagement with clients and vendors
Coordinate all aspects of travel and accommodations for the Executive, their direct reports, and any accompanying individuals, ensuring a seamless experience
Manage the Executive’s calendar and time by aligning meetings, commitments, and opportunities to maximize the Executive’s effectiveness
Prepare and reconcile expense reports and invoices for the Executive and their direct reports, ensuring accuracy and timely submission for approval.
Plan and coordinate events of varying sizes, managing all details including communication, RSVPs, logistics, catering, and entertainment
Cultivate and maintain relationships with vendors, including sporting clubs, athletic venues, hotels, and social clubs, to ensure favorable terms and quality service
Facilitate cross-departmental communication and strengthen internal relationships by coordinating with various teams to ensure cohesive collaboration and information flow.
Act as a liaison to promote a culture of teamwork and mutual respect across the organization
Operate effectively both independently and as part of a team, engaging with colleagues and external contacts to achieve objectives
Help the Executives manage involvement with external committees and organizations, ensuring productive engagement and representation
Assist the Executives with planning presentations and developing slides, focusing on clear communication and professional presentation of information
Support the Executives participation at conferences and industry events, including logistics coordination, materials preparation, and schedule management
Perform other duties as assigned