Executive Assistant

Regis HR Group•Kendall, FL

9d•$50,000 - $60,000

About The Position

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

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

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
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