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Executive Assistant

2 months ago

Fort Lauderdale, United States Aligned Solutions Full time
Job DescriptionJob Description

In the need of a temporary Executive Assistant to support our leaders: SVP of Operations, EVP of People and Culture, and our CEO.

Primary focus is calendar management, some flight arrangements, and scheduling conference rooms.

Key Responsibilities:

  • Calendar Management: Efficiently manage and coordinate the calendars of the SVP of Operations, EVP of People and Culture, and CEO. Schedule and confirm meetings, ensuring there are no conflicts and that all necessary materials and information are provided.

  • Travel Coordination: Arrange travel itineraries, including booking flights, accommodations, and ground transportation. Ensure all travel arrangements are organized and communicated effectively.

  • Meeting and Event Coordination: Schedule and manage conference room bookings for internal and external meetings. Prepare meeting agendas, materials, and take minutes when necessary.

  • Communication: Act as a liaison between the executives and internal/external stakeholders. Handle phone calls, emails, and other correspondence with professionalism and confidentiality.

  • Document Preparation: Assist in preparing reports, presentations, and other documents as required. Ensure all materials are accurate and delivered on time.

  • Administrative Support: Provide additional administrative support such as expense reporting, managing correspondence, and performing various clerical duties.

  • Project Assistance: Support special projects as needed, ensuring deadlines are met and objectives are achieved.

Qualifications:

  • Experience: Previous experience as an Executive Assistant or in a similar administrative role supporting senior executives is required.

  • Skills:

    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Excellent organizational and multitasking abilities.
    • Strong communication skills, both written and verbal.
    • Ability to handle sensitive information with discretion and maintain confidentiality.
    • Detail-oriented with strong problem-solving skills.