Executive Assistant

1 month ago

Boca Raton, United States TalentPartners Full time

Executive Assistant Position Overview

The Executive Assistant will provide direct support to the Chief Executive Officer (CEO), Chief Operating Officer (COO), and other senior leaders as needed. This role involves acting as the primary gatekeeper and liaison for the executive team while assisting with human resources and organizational functions. The ideal candidate will be highly organized, adaptable, and capable of managing multiple priorities with precision and professionalism.

Key Responsibilities

Executive Support

Calendar Management

  • Oversee and manage complex, high-volume calendars for senior executives.
  • Anticipate and resolve scheduling conflicts while prioritizing appointments based on organizational needs.
  • Plan recurring meetings, ensuring preparation of necessary materials and alignment with business strategies.

Travel Coordination

  • Arrange and manage domestic and international travel, including transportation, lodging, and meeting logistics.
  • Handle travel documentation, such as visas, and prepare contingency plans.
  • Provide real-time support for unexpected travel changes.

Expense & Financial Management

  • Prepare and submit executive expense reports in compliance with internal policies.
  • Monitor and manage corporate credit card transactions with attention to detail.

Documentation & Presentation

  • Draft, proofread, and format presentations, reports, and correspondence.
  • Compile meeting agendas, distribute materials, and take detailed notes as needed.

Communication & Stakeholder Engagement

  • Serve as the first point of contact for internal and external communications on behalf of the executive team.
  • Screen and prioritize emails, calls, and other correspondence to ensure critical issues are addressed promptly.
  • Build and maintain professional relationships with clients, partners, and other key stakeholders.

Event & Project Management

  • Plan and execute leadership retreats, team events, and other large-scale meetings.
  • Coordinate logistics, including venue selection, vendor management, and technical setup.
  • Create post-event reports to gather feedback and identify areas for improvement.
  • Provide administrative support for cross-departmental projects.

People & Culture Support

Recruitment & Onboarding

  • Schedule interviews and assist in coordinating recruitment events.
  • Help onboard new hires by preparing materials, setting up workspaces, and conducting orientations.

Employee Data Management

  • Maintain accurate employee records and ensure compliance with data management policies.
  • Address basic HR inquiries, escalating more complex issues as necessary.

Culture & Engagement

  • Assist in planning employee engagement initiatives, such as recognition programs and team-building events.
  • Support professional development and training programs.
  • Track compliance for certifications, benefits, and training requirements.

Qualifications

Education & Experience

  • Bachelor’s degree preferred or equivalent professional experience.
  • At least five years of experience providing support to senior executives, ideally in a fast-paced environment.

Skills & Expertise

  • Proficiency in Microsoft Office and Google Suite.
  • Ability to quickly adapt to new tools and systems, such as HR platforms and project management tools.
  • Exceptional organizational skills and the ability to manage competing deadlines.
  • Experience managing complex travel arrangements, including documentation and troubleshooting.
  • Superior verbal and written communication skills with a professional demeanor.
  • Proven ability to handle sensitive information with discretion and integrity.

Benefits

  • Competitive salary and performance-based incentives.
  • Comprehensive health, vision, and dental coverage.
  • Retirement plan with matching contributions.
  • Wellness allowance and other perks to support a healthy work-life balance.

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