Executive Assistant

3 weeks ago

Fort Lauderdale, Florida, United States Torch Full time

About Us:

Torch Enterprise is a nationwide leader in alternative consumer products (Licensed Cannabis, Hemp, and Nicotine). Focusing on utilizing industry-leading technology and blends to give the end user the best possible experience. We seek to add key members to our team as we continue to grow and expand.

Job Overview:

The Executive Assistant plays a pivotal role in ensuring the efficiency and effectiveness of office operations, executive support, and company-wide coordination. This position provides high-level administrative and strategic support to four Co-CEOs, serving as their trusted liaison while overseeing critical office functions, vendor relationships, financial tasks, and event coordination.

This role requires exceptional organizational skills, professionalism, discretion, and the ability to anticipate the needs of executives and the business.

Position Responsibilities & Duties:

Executive Support

  • Provide comprehensive administrative support to three Co-Founders for 6 entities.
  • Calendar management, scheduling meetings, and handling correspondence.
  • Coordinate and manage domestic and international travel arrangements, including flights, accommodations, itineraries, and expense reporting.
  • Prepare, proofread, and edit executive-level documents, reports, presentations, contracts, and correspondence.
  • Handle confidential and sensitive information with the utmost discretion.
  • Serve as the primary liaison between the CEOs and internal teams, ensuring efficient communication and follow-ups on key initiatives.
  • Assist the CEOs with personal tasks and special projects as assigned.
  • Track action items and follow up to ensure completion.
  • Conduct research and compile data to support decision-making.
  • Personal Assistant to the Pinecrest, FL based owner. You will be running many personal errands for him in your own car.

Office Operations & Administration

  • Oversee daily office functions, ensuring a professional and organized work environment.
  • Manage office supply inventory, vendor relationships, service contracts, and facilities maintenance.
  • Act as the main point of contact for office visitors, vendors, and service providers.
  • Maintain company records, files, and databases to ensure accuracy and accessibility.
  • Coordinate incoming and outgoing mail, shipping, and package logistics.

Meeting & Event Coordination

  • Plan and coordinate executive meetings, including preparing agendas, distributing materials, and managing technology requirements.
  • Take meeting minutes and track action items to ensure follow-up.
  • Organize company events, trade shows, and team-building activities, handling all logistics from venue selection to transportation and catering.

Financial & Contract Management

  • Run weekly Zoho collections reports, track outstanding invoices, and coordinate with clients regarding past-due payments.
  • Support sales representatives with collections and financial reporting.
  • Manage vendor contracts, ensuring timely renewals and compliance with company policies.
  • Oversee contract execution through DocuSign and maintain records of certificates of insurance.
  • Complete CC reconciliations, vendor invoice audits and cost down initiatives.

Human Resources & Compliance

  • Serve as the HR point of contact, ensuring compliance with company policies and industry regulations.
  • Develop and maintain Standard Operating Procedures (SOPs), employee handbooks, and training materials.
  • Coordinate onboarding for new hires, including paperwork, IT setup, and office orientation.
  • Write job descriptions, job offers, termination, promotion, demotion, & all HR correspondence.
  • Track employee PTO and benefits administration in collaboration with HR partners.
  • Run and audit payroll for all entities.

Building & Contract Management

  • Liaise with property management to address facility needs, maintenance requests, and lease agreements.
  • Manage company contracts, sending agreements and certificates of insurance through DocuSign.

This job description outlines the primary responsibilities and duties of the Executive Assistant role, providing a clear framework for the role's expectations and performance metrics. If changes are needed, they should be communicated and documented appropriately.

Qualifications:

Education & Experience

  • Bachelor's degree in Business Administration, Communications, or a related field preferred.
  • Minimum of 5 years of experience as a C-level Executive Assistant.
  • Experience supporting multiple executives simultaneously is strongly preferred.
  • Familiarity with industries such as consumer goods, manufacturing, or distribution is a plus.

Skills & Competencies

  • Exceptional organizational and multitasking abilities with strong attention to detail.
  • Excellent verbal and written communication skills, with the ability to draft and proofread professional documents.
  • Strong problem-solving skills and the ability to anticipate needs and act proactively.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
  • Experience with business software such as Zoho, DocuSign, and HR/payroll systems is a plus.
  • Ability to handle sensitive information with discretion and maintain confidentiality.
  • Self-motivated with a high level of professionalism and adaptability in a fast-paced environment.
  • Macbook, iPhone, Google Suite tech-savvy
  • Professional English / Bilingual Spanish (a plus)

Additional Requirements

  • Availability to work on-site with flexibility for occasional travel as needed.
  • Ability to work outside regular business hours when required. After hours and weekend tasks may be required.
  • Must be authorized to work in the U.S. without sponsorship.
  • Driver's License is required.

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