Executive Assistant
2 months ago
StevenDouglas is seeking an Executive Assistant for a growing company in the Coral Gables area The ideal candidate will provide top-level assistance for high level executives.
Responsibilities/Duties:
- Maintain a calendar of meetings and engagements for top level executives
- Prepare one or more executive’s daily schedule
- Handle incoming phone calls and take accurate messages to pass along to the executives
- Open and sort all mail and forward it to the appropriate staff member for follow-up
- Keep all electronic data current and ensure accuracy
- Set up conference room for meetings – as well as clean up once meeting is finished
- Process corporate expense reports
- Handle all travel arrangements for top level executives and provide the executives with itineraries and schedule cars for all trips.
- Prepare and revise legal documents based on standard templates, including notices and confidentiality agreements.
- Assist with contract management, including organizing files and maintaining online shared files.
- Coordinate with team members from other departments to prepare and circulate routing packages for approval and signature.
- Assist with support in closings of acquisitions and dispositions, including coordinating with outside counsel and preparation of closing binders.
Skills/Experience/Qualifications:
- 3 years’ experience supporting c-level executives
- Experience with contracts and contract management, or closings, preferred.
- Excellent written and verbal communication skills
- Strong organizational, time management and customer service skills
- The ability to be a self-started, ability to properly prioritize assignments, and work with little supervision in a fast-paced environment
- Strong PC Skills including - MS Word, PowerPoint, Excel, and Outlook.
Education:
- A college degree is not required but preferred.
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