Executive Assistant

3 months ago

Miami, United States StevenDouglas Full time

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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