Executive Assistant to CEO

6 days ago

Fort Lauderdale, United States Pop-Up Talent Full time

Executive Assistant to CEO

Fort Lauderdale, FL 33301

  • Hybrid Remote; WFH in Broward County ONLY in office for Events and Meetings


THE POSITION:

  • We are seeking a motivated, highly organized, full-time Executive Assistant (EA) to own CEO executive support and assist with client, sales and event coordination, including on-site attendance at local events. You will be responsible for core executive assistant duties such as internal and external meeting scheduling, client and vendor communication support and business administration. In addition, you will assist and attend local Corporation-hosted events. The ideal candidate will bring prior EA experience, a great attitude and exceptional organizational skills. The ideal candidate will also be self-directed, comfortable working in a fast-paced, entrepreneurial environment and available to work on-site at corporate hosted events as scheduled per the above


KEY RESPONSIBILITIES:

  • Executive Scheduling and Calendar Management: Coordinate, schedule and confirm meetings, appointments and travel arrangements. Ensure that the CEO’s schedule is well-organized and optimized
  • CEO Executive Support: Assist as needed and ensure the CEO is always kept apprised of key information
  • Communication and Email Correspondence: Communicate and coordinate directly with external partners and clients as needed and assist CEO with executive correspondence
  • Conference and Event Support: On-site support before and during locally hosted events to assist with preparation, support the rest of the Worldwide team, gather attendee information, etc.
  • Light Sales Support: To assist with lead follow-up and meeting scheduling, marketing and sales team coordination, researching prospective new clients, etc.
  • Administrative Support: Assist with routine tasks and processes such as document and data management and coordination with partners and vendors as needed for event planning and business operations
  • Document and Data Management: Update and maintain contact lists, CRM entries and other light data management, issue external contracts for signature and assist with document proofreading and filing as needed. Maintain a well-organized filing system for important documents
  • Project Management: Use Teamwork software to track and monitor key tasks and activities


QUALIFICATIONS AND SKILLS:

  • 3-5+ years of prior EA supporting an Executive is required. Prior experience in Corporate Development, Coaching, or similar is highly desired.
  • Capable of maintaining company and client privacy
  • Available to work on-site at locally hosted events, sometimes during evening and weekend hours on a quarterly basis
  • Experience and comfort managing executive schedules and calendars
  • Excellent communication skills: Able to produce professional reports, presentations and correspondence
  • Exceptional attention to detail and organizational skills to ensure workload is organized & accomplished
  • Experience with Mac Computers, Apple devices and Microsoft suite (word, excel, power point) is required
  • Driven, proactive self-starter mindset and working style and positive, can-do attitude
  • Fast, efficient working pace and ability to manage multiple tasks / priorities simultaneously
  • Digitally savvy and adept with core platforms such as Teamwork (for project management) and Keap (CRM)
  • Reside in Broward County


We are an equal opportunity employer, and we are an organization that values diversity. We welcome applications from all qualified candidates, including minorities and person with disabilities.


req24-00973

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