Executive Assistant

ICBD • Fort Lauderdale, FL

3h • Onsite

About The Position

The Executive Assistant to the Executive Vice President of Operations plays a vital role in supporting the leadership of a fast growing, multi state ABA organization. This position is responsible for ensuring seamless administrative, operational, and strategic support that enables the Executive Vice President to focus on driving organizational performance, operational excellence, and high impact initiatives across all ABA centers.
The ideal candidate is proactive, highly organized, resourceful, and comfortable managing complex schedules, communications, and project workflows. They will partner closely with executive leadership, operations teams, and cross functional departments to streamline processes, coordinate priorities, and maintain clear communication across the organization.
This position requires exceptional attention to detail, strong communication skills, sound judgment, and the ability to work in a fast paced environment while juggling multiple priorities. It is a hands on, service oriented role that directly contributes to the efficiency and success of the Operations department and supports the broader mission of delivering high quality care to the families and children we serve.
The principal functions of the position identified shall not be considered as a complete description of all the work requirements and expectations that may be inherent in the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

Requirements

• BS/BA in Business Administration or relevant field.
• Successful experience as an Executive Assistant to C-suite officers.
• Occasional travel required.
• Proficiency in Microsoft Office suite with expert-level skills in Microsoft PowerPoint.
• Proficiency with PC/mobile-device technology, particularly with Zoom and online-meeting platforms.
• Must maintain clean background/drug screenings and driving record.
• Strong organizational skills with proven experience managing complex schedules, meetings, and competing priorities for senior executives.
• Exceptional written and verbal communication skills with the ability to draft polished correspondence and relay information with clarity and professionalism.
• High level of initiative, resourcefulness, and sound judgment when handling confidential information and supporting fast paced operational needs.
• Strong attention to detail with the ability to proof, edit, and prepare documents, presentations, and reports with accuracy.
• Experience coordinating travel, events, and logistics, including itinerary building, vendor communication, and on site coordination.
• Ability to manage projects from start to finish, track progress, and support cross functional collaboration across Operations, Marketing, HR, and other departments.
• Proficiency with Microsoft Office, particularly advanced PowerPoint skills, and comfort learning new platforms such as ClickUp, Jira, and Concur.
• Strong interpersonal skills with experience partnering closely with executive leadership and serving as a reliable point of contact across the organization.
• Ability to remain composed, adaptable, and solutions oriented in a dynamic environment with frequent changes in priorities.

Nice To Haves

• Experience supporting C suite executives or senior level leaders within a high growth or multi site organization is preferred.

Responsibilities

• Calendar Management: Participate in daily/weekly meetings for accurate and timely calendar management, including personal appointments, meetings, events, and travel.
• General Administration: Draft, proof, and finalize correspondence. Assist with billing software for expense reimbursement.
• Communication: Provide project updates and act as a liaison for the Executive Vice President of Operations
• Standard Documentation: Assist with manuals, procedures, and checklists for marketing, events, travel, etc., and conduct annual reviews and updates.
• Special Projects: Oversee projects and assist with project management.
• Travel Planning & Logistics: Create custom travel experiences and perform travel-related research. Assist with planning itineraries and coordinating meal reservations or delivery at various properties and locations.
• Event Coordination: Collaborate on planning and managing all event invitations, updating the calendar as needed.
• Technology: Learn and use productivity software such as ClickUp, Jira (productivity/project management), Concur (expense reporting), and others as needed.

Benefits

• 21 paid days off (15 days of PTO, which increases with tenure, plus 6 holidays).
• Flexible Spending Account (FSA) and Health Savings Account (HSA) options.
• Medical, dental, vision, long-term disability, and life insurance.
• Generous 401(k) with up to 6% employer match.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1,001-5,000 employees