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Executive Assistant to CEO
4 months ago
POSITION SUMMARY
We are seeking a highly organized and detail-oriented individual to fill the role of Personal/Executive Assistant. The ideal candidate will be local to Jupiter, FL and occasionally be willing to provide 24/7 support. This position requires a proactive professional who can efficiently manage calendars, inboxes, travel arrangements, events, projects and more. The ideal candidate will thrive in a fast-paced environment, exhibit excellent communication skills, and be adept at handling a wide range of responsibilities while proactively anticipating needs and learning preferences of those they work with regularly.
** Open to relocation to West Palm Beach, FL**
RESPONSIBILITIES
Calendar and Inbox Management
- Efficiently manage multiple calendars and inboxes
- Prioritize and schedule meetings, ensuring optimal use of the Executive’s time.
- Streamline communication and maintain a well-organized inbox.
Daily Schedule Creation
- Create, manage, and maintain comprehensive schedules for the Executive, considering priorities and time-sensitive tasks.
- Provide a clear roadmap for the day, week, and month to best utilize time and forecast what makes the best use of travel
Travel Coordination
- Handle all aspects of travel arrangements, including flights, accommodations, and ground transportation.
- Ensure the executive's travel plans align with business objectives and personal preferences.
- Adapt quickly to changes in travel itineraries and proactively address any issues that may arise.
- Must be available remotely, 24/7 when the Executive is traveling (50-70% of the time)
Event Management
- Plan and coordinate various events, including team-building activities and board meetings.
- Collaborate with internal and external stakeholders to ensure seamless execution of events.
- Anticipate and address logistical challenges to guarantee successful events.
Office Presence
- Full time, onsite.
- Act as a point of contact for colleagues and external partners in the executive's absence.
- Handle any assigned work from C-Suite staff or as directed by CEO.
QUALIFICATIONS
- Proven experience as an executive/personal assistant.
- Exceptional organizational and multitasking abilities.
- Strong interpersonal and communication skills.
- Proficient in calendar and inbox management.
- Flexibility to adapt to changing priorities and travel schedules.
- Discretion and confidentiality in handling sensitive information.
- Discretion and confidentiality in handling sensitive information.
