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Executive Assistant to the CIO

3 months ago

St Petersburg, United States Superior Group of Companies Full time

Superior Group of Companies™, formerly Superior Uniform Group, established in 1920, is a combination of companies that help customers unlock the power of their brands by creating extraordinary brand experiences for employees and customers. It provides customized support for each of its divisions through its shared services model.


JOB SUMMARY

We are seeking a passionate, astute, and business-savvy Executive Assistant to serve as a proxy and right hand to the Chief Information Officer (CIO). The Executive Assistant will provide sophisticated and diverse executive-level administrative support for the CIO, interacting with a mix of internal and external contacts at all levels, handling details of a confidential and critical nature, and functioning effectively in a fast-paced professional environment. You will use your independent judgment to make decisions and execute tasks on behalf of the CIO, to anticipate or expeditiously mitigate issues, and to know when to escalate or seek guidance from the CIO.


ROLE AND RESPONSIBILITIES

  • Calendar Management: Oversees the CIO’s calendar and daily schedule, including prioritizing conflicting meeting requests, tracking action items and commitments, and ensuring full-circle communication; Balances multiple priorities and keep the CIO on track and on schedule
  • Meeting Planning and Organization: Assists the CIO in planning and organizing meetings, including assembling agendas, securing locations, accommodating technology requirements, and managing all meeting logistics; Prepares meeting briefing documents, takes and disseminates notes, and formulates post-meeting action item lists
  • Meeting Coordination: Maintains a running list of the CIO’s engagements, works closely with the communications team to ensure content needs are met, and coordinates technology associated with meetings; Prepares and reviews reports and meeting minutes, and summarizes documents as requested
  • Correspondence/Approvals: Represents and supports the CIO as a business partner and company facilitator by acting as proxy for communications and approvals as authorized; Answers general questions, refers routine matters to appropriate parties, and follows up to ensure accurate disposition. Resolves issues within specified policies and guidelines and provides mentorship to administrative community members
  • Travel and Expense Management: Coordinates calendars across time zones in a dynamic environment, which includes making in-depth travel arrangements, itineraries, agendas, and documents for travel-related meetings, and managing expenses
  • Special Projects: Provides analytical support to assist the executive on special projects; Researches issues, analyzes problems, compiles data, and prepares reports
  • Confidentiality: Handles highly sensitive and confidential matters and materials with discretion, maturity, and professionalism
  • Independence and Efficiency: Prioritizes conflicting needs, handles matters expeditiously and proactively, and follows through on projects to successful completion, often under deadline pressures
  • Time Zone Coordination: Works to accommodate various time zones to ensure seamless communication and coordination with global teams
  • Travel: Approximately 25% travel is required to assist with special projects or attend the CIO's leadership meetings


QUALIFICATIONS


REQUIRED SKILLS/EDUCATION/EXPERIENCE

  • High school diploma or equivalent required
  • 5+ years of experience as an Executive Assistant or similar role, preferably supporting senior executives in a technology or IT-focused environment
  • Excellent organizational and time management skills, with the ability to manage multiple tasks and priorities effectively
  • Excellent verbal and written communication skills, capable of representing the CIO professionally in various settings
  • Advanced knowledge of MS Office Suite and general technical skills
  • High degree of flexibility to accommodate frequent and changing travel schedules
  • Willingness and ability to travel frequently, both domestically and internationally


PREFERRED EDUCATION/SKILLS/EXPERIENCE

  • Bachelor’s degree or equivalent experience
  • Work experience in the tech industry
  • 7+ years of experience as an administrative assistant, with 4+ years working for a senior executive


COMPETENCIES

  • Planning and Priority Setting – They identify priorities and develop detailed action plans that include objectives, accountabilities, time frames, standards, review stages, and contingencies.
  • Quality Focus – They are able to manage the efficiency, accuracy, completeness, and integrity of the work that they produce. They also recommend improvements in procedures to continually improve the quality of work produced.
  • Time Management – Administrative Support Specialists are able to manage multiple responsibilities by being organized and keeping on top of important time-sensitive tasks.
  • Adaptability – They are able to shift course when external influences affect an initial plan and they are able to alter standard procedures when necessary and juggle multiple demands as required.
  • Composure and Resiliency – They are able to deal effectively with pressure, recover quickly from setbacks, and remain optimistic and persistent even under adversity. They are also able to maintain self-confidence and avoid overly emotional responses in tense or difficult situations.
  • Reporting Skills: Proficient in reporting, supply management, organization, time management, presentation skills, equipment maintenance, and event planning.
  • Leadership and Project Management: Effective leadership and project management competencies, with the ability to establish relationships and work with all levels of individuals internal and external to the organization.
  • Autonomy: Work with limited direction, operate successfully with ambiguity, and initiate projects or actions that contribute to the success of the CIO
  • Diplomacy: Tactful and diplomatic, with practical knowledge of company policies, practices, and procedures
  • Innovation: Challenge the status quo and provide innovative solutions to approaching challenges
  • Big Picture Focus: Make independent decisions that consider the broader impact on the organization
  • Proactiveness: Self-motivated, responsive to all levels of inquiry, and proactive in anticipating the CIO’s needs
  • Business Acumen: Solid understanding of general business administration practices and procedures


**Along with a competitive compensation package, the company offers an excellent benefits package, including Medical, Dental, a defined contribution plan (e.g. 401(k)), life insurance, long term disability, a flexible spending account (FSA) and paid maternity/paternity leave.


Qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, national origin, age, disability, sexual orientation, veteran status, genetic information, or other status protected by applicable federal, state, or local law.