Executive Assistant

2 weeks ago

Fort Lauderdale, United States RemX The Workforce Experts Full time
Job DescriptionJob Description

Permanent opportunity in Fort Lauderdale, FL for an Executive Assistant/ Personal Assistant to CEO. Onsite- Permanent opportunity Benefits available.

POSITION SUMMARY & PURPOSE

The Executive Assistant, Office of the CEO is responsible for high-level, confidential support to the CEO. This individual has primary responsibility to provide a wide variety of comprehensive tasks and responsibilities related to managing the CEO’s professional affairs.

The principal functions of the position identified shall not be considered as a complete description of all the work requirements and expectations that may be inherent in the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

 

POSITIONS’S ESSENTIAL DUTIES & RESPONSIBILITIES

The following are duties and responsibilities that the Executive Assistant, Office of the CEO shall provide:

  • Work as a contributing member of the CEO Office Team.
  • Calendar management: Maintain and update the calendar to include stakeholder meetings, travel arrangements (flights, accommodations, transportation, etc.), and personal appointments. Create meeting invitations in the calendar that include all relevant information (attendees, Zoom link, address, room, agenda, prep materials, etc.), making sure details are correct and minimizing emails with changes.
  • Prepare for in-person or online meetings, ensure technology is set up and ready, direct stakeholders to the meeting room, ensure attendance, and provide refreshments.
  • Manager accounts payable: prepare and submit expense reports on a weekly basis through Coupa (online expense tool) for all expenses incurred by the CEO (or on the CEO’s credit cards), the Chief of Staff, and the CEO Office Team.
  • Work with the CEO Office Team to coordinate flights, hotels, meals and activity reservations, and transportation for all business and personal trips.
  • Create and distribute robust itinerary documents for all travelers on business and personal trips.
  • Manage mail, business gifts, and notes to be given by the CEO in coordination with the Executive Personal Assistant.
  • Create and maintain checklists for purchases, travel, and car maintenance in conjunction with appropriate members of the CEO Office Team.
  • Maintain project management system in real-time, ensuring deliverables from team members are on track to hit deadlines and notifying Chief of Staff or CEO when they are not.
  • Manager digital documentation and filing system (e.g., SharePoint, OneDrive, Dropbox).
  • maintain accuracy of CEO’s database, ensuring CEO has contacts properly set up with detailed information about each contact.
  • Work with Executive Personal Assistant to audit and manage insurance policies; ensure valuables are listed and covered by insurance.
  • Coordinate events with corporate events team and Executive Personal Assistant.
  • Maintain office supplies, including food and beverage needs, for CEO.
  • Coordinate with the Chief of Staff to build and maintain a comprehensive office manual that accurately depicts workflow and responsibilities for all CEO Office Team roles.
  • Rotate weekend “on call” schedule with other members of the CEO Office Team.
  • Use the utmost discretion to protect the privacy of the CEO and his family.
  • Consistently represent the CEO and the CEO Office with professionalism, effectiveness, and kindness.

 

EDUCATIONAL/SKILL REQUIREMENTS

The Executive Assistant, Office of the CEO requires a minimum of a Bachelor’s Degree and:

  • Microsoft Office: 7 years
  • Previous experience reporting directly to CEO
  • Occasional travel - 20%

 

 

 

 

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