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Executive Assistant

3 months ago

Tampa, United States BST Global Full time

Summary of Duties & Responsibilities

The Executive Assistant (EA) will report to the CEO, ensuring seamless coordination and communication across all executive functions. The EA will be responsible for assisting the Executive Management team (executives) with scheduling meetings, travel arrangements, taking notes, and follow-up items. This role requires a proactive and detail-oriented individual who can handle a wide range of administrative and executive support–related tasks.


Essential Functions

  • Manage the CEO's calendar, including scheduling appointments, meetings and travel arrangements using scheduling tools and software
  • Manage expense reports for executives
  • Handle executive email and calendar management with timeliness, precision, and attention to detail
  • Coordinate and schedule all executive, manager and company meetings, ensuring all logistics are in place
  • Assist with travel arrangements for executives, including booking flights, hotels and transportation
  • Take detailed notes during executive meetings and create actionable items for follow-up
  • Prepare and edit executive correspondence, communications, presentations and other documents
  • Organize and maintain files and records, both electronic and physical
  • Handle confidential information with discretion
  • Assist in the preparation of reports, dashboards and executive summaries using data visualization tools
  • Coordinate and manage special projects as needed
  • Facilitate communication between executive management and other departments
  • Screen and direct phone calls, and distribute correspondence
  • Act as a point of contact among executives, employees, clients and other external partners
  • Utilize scheduling tools and project management software to organize tasks and track deadlines
  • Edit and enhance PowerPoint presentations, ensuring they are visually appealing and aligned with corporate branding
  • Assist in the creation and maintenance of executive dashboards and other visual reports
  • Conduct research and prepare briefing materials for executive meetings
  • Support the development and implementation of company-wide initiatives and projects
  • Provide strategic support to the executive team, including preparation for and follow-up on meetings and other engagements
  • Assists with internal communication strategies to ensure all employees are informed of executive decisions and company updates
  • Identify and address operational and administrative issues to enhance the overall effectiveness of the Executive Management team


Skills & Competencies

To perform this job successfully, an individual must be able to perform each essential duty adequately. The requirements listed below are representative of the knowledge, skill, and/or ability required.


  • Strong verbal and written communication skills in various mediums including email, phone and in person
  • Excellent organizational skills, attention to detail and ability to multitask
  • Ability to work independently and as part of a team
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, SharePoint, Outlook)
  • Ability to manage multiple projects in an organized and efficient manner
  • Strong interpersonal skills and ability to build relationships with stakeholders
  • Ability to work collaboratively across multiple functional groups
  • Ability to effectively manage projects and drive them to completion
  • Self-starter, able to work independently and proactively
  • Knowledge of office management systems and procedures
  • High level of discretion and confidentiality
  • Strong problem-solving skills and ability to make decisions under pressure
  • Technical proficiency in scheduling tools and project management software
  • Advanced skills in editing and creating PowerPoint presentations
  • Experience with data visualization and executive dashboard creation
  • Ability to manage executive email and calendar efficiently

Education & Prior Work Experience

  • BA or BS degree in Business Administration, Management or related field; 5+ years of experience as an executive assistant; or any equivalent combination of related training/education and experience required
  • Experience in supporting C-level executives preferred


Reports to

Chief Executive Officer


Number Supervised

0


Travel

5%


Classification

Exempt


Work Environment

This is a hybrid role. This job operates in a professional office environment on Tuesdays, Wednesdays and Thursdays each week. This role routinely uses standard office equipment such as desktop and laptop computers, phones, etc. On Mondays and Fridays, the Global Marketing team typically works remotely.


Physical Demands

While performing the duties of this job, the employee is regularly required to engage in conversations over the phone, person-to-person and via email. The employee will frequently sit, stand, walk, and operate a computer and/or other standard office equipment.