Executive Assistant

3 weeks ago

Boca Raton, United States Envision Staffing Solutions Full time
Job DescriptionJob DescriptionOur Client is a dynamic and rapidly growing restoration, construction, and roofing company dedicated to serving our commercial clients and becoming an extension of their risk and asset management teams. They are seeking a highly organized and proactive Executive Assistant to provide unparalleled support to our Chief Executive Officer. Their CEO actively engages in various areas, with a primary focus 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.

ESSENTIAL DUTIES & RESPONSIBILITIES:
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 maintain an accurate and up-to-date contact list.
• Email Management:
  • Clear large quantities of emails as necessary.
  • Identify important emails for review and clear out less relevant emails to prioritize follow-ups.
• 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.
  • Plan travel to maximize client interactions.
• Communication and Information Flow:
  • Understand the business needs and content to facilitate effective communication within the executive team and across the organization.
  • Act as a point of contact for key clients to schedule meetings and follow-ups.
• Expense Management:
  • Manage all expense reports for the CEO and his direct reports, ensuring compliance with policies and 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, such as coordinating caregivers or purchasing gifts for children’s events.
• Agenda Planning and Preparation:
  • 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.
• Travel Coordination:
  • Arrange complex travel itineraries, including flights, accommodations, and ground transportation, considering the CEO’s preferences and schedule constraints.
  • Optimize travel plans to maximize meeting opportunities and create efficient schedules.
  • Prepare travel documents and provide detailed itineraries to ensure smooth travel experiences.
• Task Prioritization and Follow-Up:
  • Prioritize tasks and projects based on urgency and importance, ensuring deadlines are met.
  • Follow up on action items and commitments made by the CEO, tracking progress and providing regular updates.
  • Create best practices for prioritizing tasks and managing information efficiently.
• 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.
• Other Duties:
  • Perform other related duties and assignments as required.

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