Executive Assistant

3 weeks ago

Boca Raton, United States BlueTeam Full time
Job DescriptionJob Description

Executive Assistant - Private Sector – BlueTeam
 

“This position is based in Boca Raton, FL, and requires on-site work.”

We are…

BlueTeam is a dynamic and rapidly growing restoration, construction, and roofing company dedicated to servicing our commercial clients and becoming an extension of their risk and asset management teams. Our team is committed to excellence, innovation, and fostering a collaborative work environment.

As we expand our horizons, we seek a highly organized and proactive Executive Assistant to provide unparalleled support to our Chief Executive Officer. Our Chief Executive Officer serves actively on several fronts, but his primary focus is on sales/client relationships and team building. If you thrive in a fast-paced environment and possess the skills and qualities we seek, we invite you to apply by submitting your resume and a compelling cover letter.

Join BlueTeam and become a vital member in shaping the future of our organization

What you’ll do….

As the Executive Assistant to the CEO, you will play a critical role in ensuring seamless operations and effective time management for our CEO. Your primary responsibilities will include:
  • Contact Management:
    • Manage contacts both in CRM and Outlook to create a clean set of contacts and update as new contacts are constantly flowing in
  • Email Management:
    • Clear as necessary large quantities of emails
    • Identifying those worth reviewing and clearing clouding emails to allow the prioritization of follow-up(s)
  • Calendar Management:
    • Effectively manage and prioritize the CEO’s schedule, ensuring optimal use of time and alignment with strategic priorities
    • Schedule and coordinate internal and external meetings, conferences, and appointments, considering time zones and travel plans
    • Planning includes travel to see clients to maximize touches on any travel plan
  • Communication and Information Flow:
    • Critical to becoming effective in this role, you must learn the business needs and the content, not simply recognize an email by the subject and contents of it
    • Facilitate effective communication within the executive team and across the organization, ensuring timely dissemination of information
    • Become a Point of Contact for key clients to schedule meetings and follow-ups
  • Expense Management:
    • Manage all expense reports both for the CEO and his direct reports, searching for anything out of policy on subordinates otherwise approving by deadlines
  • Personal Calendar Management:
    • Follow a complex time-sharing schedule, including multiple dependents
    • Create an effective calendar and communication tool for multiple stakeholders
    • Assist with personal tasks when called upon, such as coordinating and facilitating nannies or caregivers, gifts for children’s events, etc. (Not to become a caregiver for the children)
  • Agenda Planning and Preparation:
    • Proactively anticipate the CEO’s needs and preferences, preparing comprehensive agendas for meetings and events
    • Conduct thorough research and gather necessary materials to ensure the CEO is well-prepared for engagements
    • Use all resources effectively to become a subject matter expert before presenting your findings, whether about a client, a project, an issue, etc.
  • Travel Coordination:
    • Arrange complex travel itineraries, including flights, accommodations, and ground transportation, while considering the CEO’s preferences and schedule constraints
    • Reviewing all contacts to optimize any travel to set as many meetings as possible and creating a tour type of schedule vs. reactive scheduling
    • Prepare travel documents and provide detailed itineraries to ensure a smooth travel experience
  • Task Prioritization and Follow-Up:
    • Prioritize tasks and projects based on urgency and importance, ensuring that deadlines are met
    • Follow up on action items and commitments made by the CEO, tracking progress and providing regular updates
    • Create a best practice for the storage of priorities, streamlining many systems down to one
    • Own the priority lists and information and shall not simply track but use timely reminders to keep progress moving
  • Confidentiality and Discretion:
    • Handle sensitive information with the utmost confidentiality and discretion
    • Maintain a high level of professionalism and integrity in all interactions and communications
  • Performs other related duties and assignments as required

What you’ll need…

  • Bachelor’s degree in business administration, communications, or a related field
  • Minimum of 5 years of experience as an Executive Assistant or in a similar role
  • Proven experience as an Executive Assistant or similar role supporting C-level executives
  • Exceptional organizational and time-management skills
  • Strong written and verbal communication skills
  • High proficiency in calendar management and scheduling tools
  • Ability to work effectively under pressure and prioritize tasks
  • Strong problem-solving skills and attention to detail
  • Tech-savvy with proficiency in office productivity tools (Microsoft Office, Google Workspace, etc.)

What you’ll get in return…

  • Competitive Salary
  • Full range of Benefits including Medical, Dental, Vision, Short Term Disability (STD), Long Term Disability (LTD), Supplemental and Voluntary Life Insurance, 401(K) with Employer Match and Paid Time Off (PTO)

About Blue Team:

BlueTeam’s mission is to cultivate and maintain mutually beneficial relationships with our clients. In order to accomplish that mission, BlueTeam strives to be mindful, respectful and understanding of our clients and their business needs.

Becoming valuable partners with our clients starts with building the best team possible: recruiting top talent, training them, supporting them, listening to them, and empowering them to help our clients solve their restoration, construction and roofing needs. BlueTeam is not just a “team” but a family based on our core values: integrity, transparency, and accountability.

We believe that with quality people and teamwork, we will achieve our goals of being a successful and well-structured profitable organization that will treat our clients fairly and with mutual respect, while recognizing our staff for their efforts and contributions.

BlueTeam is an Equal Opportunity Employer.

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