Executive Assistant

2 months ago

Fort Lauderdale, United States Offer Accept Full time

Job Overview


As the Executive Assistant, you will play a critical role in ensuring that the day-to-day operations of our C-suite executives run smoothly and efficiently. The successful candidate will be a forward-thinker with strong initiative, capable of anticipating needs and solving problems before they arise. You will manage complex calendars, coordinate high-level meetings, and handle confidential communications, making this a pivotal role in our firm’s success.


Key Responsibilities


Calendar Management:

  • Manage multiple complex calendars for C-suite executives, including scheduling meetings, appointments, and high-priority engagements.
  • Proactively anticipate scheduling conflicts and handle last-minute changes with efficiency and grace.
  • Ensure executives are prepared for meetings, providing necessary materials in advance.


Strategic Planning & Initiative:

  • Act as a forward-thinking partner, anticipating the needs of the executives and initiating action to address potential issues.
  • Provide timely follow-ups on pending items, ensuring executives are informed and able to focus on strategic priorities.
  • Participate in strategic planning, assisting executives in prioritizing tasks, projects, and deadlines.


Meeting Coordination:

  • Organize and coordinate executive meetings, board meetings, and off-site events, including agenda preparation, minute-taking, and action item follow-up.
  • Ensure all necessary documentation, reports, and presentations are prepared and distributed ahead of time.


Travel Management:

  • Arrange domestic and international travel, including flights, accommodations, and transportation.
  • Prepare detailed itineraries and manage travel-related expenses.


Communication Liaison:

  • Serve as the primary point of contact for the executives, managing communications with internal and external stakeholders.
  • Handle confidential and sensitive information with utmost discretion and professionalism.


Special Projects & Problem-Solving:

  • Assist with ad hoc projects as needed, conducting research, preparing reports, and managing initiatives.
  • Solve problems quickly and creatively, often with little direction or oversight.


Expense Management:

  • Manage executives’ expense reports, ensuring timely submission and accuracy.
  • Track and manage financial budgets related to travel, office operations, and other executive expenditures.


Qualifications


Education:

  • Bachelor’s degree in Business Administration, Finance, Communications, or a related field preferred.


Experience:

  • Minimum of 5+ years of experience as an Executive Assistant, preferably supporting multiple C-suite executives in a fast-paced environment, ideally within the financial or private equity sector.


Skills:

  • Proven ability to manage complex calendars and competing priorities with a high level of organization.
  • Strong critical thinking, initiative, and the ability to anticipate needs before they arise.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with experience in managing digital collaboration tools (e.g., Zoom, Slack).
  • Ability to work independently with minimal supervision and handle multiple projects simultaneously.
  • High level of professionalism, discretion, and attention to detail.


Preferred Qualifications

  • Experience working in a private equity firm, investment banking, or a high-stakes corporate environment.
  • Familiarity with project management tools and software.
  • Ability to thrive under pressure and adapt to the changing needs of executives.

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