Personal Executive Assistant

Valley Forge Fabrics•Fort Lauderdale, FL

11h•Onsite

About The Position

The Personal Executive Assistant is responsible for accurately providing professional and personal assistance, administrative, office and clerical support in a timely manner to the assigned Executive of Valley Forge Fabrics. Develops procedures, reports and presentations as requested and /or as needed to report on and maintain communication. Successful candidate must demonstrate independence, self-motivation and competence with decision-making on behalf of the company and the executive as needed. Primary working hours are 8:30AM-5:30PM Monday – Friday however the successful candidate must be able to work flexible hours at times to meet the needs of the executive schedule. This is a highly confidential role and personal discretion as well as a professional demeanor is required.

Requirements

10+ years administrative and office assistant experience with at least 5+ supporting a senior executive and experience working with senior executive
Handle tasks with utmost confidentiality and professionalism.
Competent at making independent decisions in the best interest of the executive and the company as it relates to reviewing & selecting vendors for services and/or products for purchases in order to maintain responsibilities.
Highly developed PC skills, including demonstrated proficiency with Microsoft Word, Excel, PowerPoint, Outlook and MS TEAMS.
Strong organizational and administrative skills with the ability to anticipate, improvise, and adapt for optimal resolutions
Outstanding interpersonal skills, work effectively on a team, maintain composure in stressful situations, and work under deadline pressures.
Highly productive, able to work effectively on a variety of projects simultaneously
Excellent verbal and written communication skills -- able to communicate directly, concisely and/or diplomatically as required, knowing how, when and what to communicate.
Experience interacting with senior management level executives.
Pro-active, results-oriented style delivering outstanding quality and timeliness, while working independently with little supervision
Ability to develop and maintain strong partnerships within and outside the organization
Resilience in a client-centered business model, where adaptability and communication skills are key
Highly organized, accurate and dependable

Nice To Haves

Bachelor's degree preferred
Spanish speaking a plus

Responsibilities

Calendaring & Meeting Management
Position requires heavy use of phone; making and updating appointments, verifying and relaying information for appointments, personal scheduling and more.
Assist with booking appointments and managing calendar for Executive and assist others with coordinating availability and meeting set up. Makes determination as to moving appointments and prioritizing in the best interest of the Executive.
Review and confirm on a daily basis the following day’s appointments and ensure Executive has materials available for the next day’s meetings or events.
Coordinate teleconferences and offsite meetings (individual schedules and meeting rooms/facilities) as needed.
Greets Executive guests as needed.
Manages and makes decisions on details of Executives events such as MS TEAMS meetings, appointments and availability. Ensures that all details are properly available to Executive in calendar or in print as requested.
Personal Assistance
Place orders for catering and entertainment as requested including understanding of dietary restrictions and preferences.
Assists with booking personal appointments for health care services, personal appointments, philanthropy and other events as directed.
Assists with completing and securely filing requested personal documents, assisting with completing insurance filings, medical claims and other requested document completions.
Assists with personal ordering, returns, follow up and invoice payments.
Maintains confidential information on behalf of Executive and their family members in order to arrange personal appointments, assist with personal events and requests for executive and / or family members. A major aspect of this role is assisting executives with coordination of personal life events and maintaining schedules.
Proactively assists Executive with maintaining valid passports, licenses, vehicle registrations, membership renewals, etc.
Assists with researching and booking of restaurants and other details related to personal and business travel.
May assist with preparing and submitting expense reports for processing.
Occasionally travels nearby to Executive's residence for dropping off requested items.
Assist family with itineraries, schedule details and personal projects, maintaining close communication.
Reporting
Prepare materials utilizing an array of tools including Excel, Word,
Develop routine and specialized management reports as requested.
Prepares daily report on accomplishments and upcoming priorities.
Project Management
Coordinate special projects as they arise and develop.
Research and follow-up on special requests for information as needed.
Partners with other team members to complete tasks at time using independence and discretion.
Phone Calls and email management
Handle all types of phone calls for Executive. At times this may require contacting insurance carriers / healthcare contacts follow-up and others.
Redirect phone calls as appropriate
Email inbox management.
Filing
Learn and maintain filing system for the Executive.
Maintain and update contacts list for personal contacts, vendor / household maintenance, etc.
Maintain files (paper and electronic) in compliance with recordkeeping policies and procedures
Mail Processing
Collect and route postal and interoffice mail
Prepare and package items for shipment for Executive as requested. Organize gift wrapping and other personal requests by Executive and Chaiman.
Other duties as assigned by company Management. Duties and priorities may change from time to time and this job description is not meant to be inclusive of all tasks and responsibilities but merely to be representative of the major activities of the position.