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Senior Executive Assistant

1 month ago

Orlando, United States Beep Inc Full time
Job DescriptionJob DescriptionDescription:

Beep is looking to add an enthusiastic, organized, and highly experienced Executive Assistant to their Lake Nona Headquarters. The Executive Assistant will manage every aspect of multiple Senior and Executive Team Member’s schedules without immediate oversight, and with a high attention to detail. This may include securing travel reservations, scheduling, and reorganizing meetings to accommodate shifting priorities, event or visitor planning, and expense management. The Executive Assistant may be required to travel, and will need to be highly responsive to requests, including potential nights and weekends. Successful candidates will be able to work at a faster than average pace, with accuracy, and be able to manage their time and prioritize appropriately. Confidentiality will be critical in this role.


This position is located at Beep HQ in Lake Nona (Orlando), FL.

*This is not a remote role*


Responsibilities:

  • Manages the Executives Leadership Team Members’ calendars; coordinates domestic and international travels from end to end.
  • Coordinates and executes Board Meetings and logistics.
  • Coordinates and schedules customer meetings, internal meetings, and appointments for Senior and Executive Team; prepares agendas.
  • Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
  • Responds to and resolves administrative inquiries and questions.
  • Maintains the office supplies, office equipment and Beep Café.
  • Reconciles and submits expenses.
  • Oversees the Corporate Apartment.
  • Coordinates and supports all Corporate Events and Social Events.
  • Enthusiastically welcomes and directs visitors and clients.
  • Liaison between the Executive Leadership Team and Staff.

Performs other duties as assigned

Requirements:
  • Excellent verbal and written communication skills. Excellent interpersonal and customer service skills.
  • Proactive, detail-oriented, and possesses exceptional organizational and communication skills.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problem-solving skills.
  • Ability to function well in a high-paced and at times stressful environment.
  • Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
  • Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
  • Ability to work independently, multi-task and wear many hats.
  • Flexible to work on weekends as necessary.
  • Florida Notary preferred.


Education and Experience:

  • High school diploma required; Associate’s or Bachelor’s degree in Business Administration or related field preferred.
  • Ten plus years of related experience preferred.


Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Some travel required; up to 25%.
  • Must be able to lift up to 25 pounds at times.