Executive Assistant

2 weeks ago

Port Saint Lucie, United States Vensure Employer Services Full time

About Us

We are committed to harnessing innovation focused on solving some of the world's most pressing environmental challenges. Our unique approach combines technology, sustainability, and agriculture to create a positive impact on the environment, local communities, and the world.

We are committed to inclusion and diversity from all walks of life. Not just as responsible corporate citizens, but as individuals. It's in our values and in how we empower team members to thrive and reach their full potential. We foster an environment that celebrates our differences and ensures we all feel included and supported. We are committed to making impactful changes for our people, customers, community, and world.

Position Summary

We are seeking an Executive Assistant responsible for managing the schedules and communications of key executives in the company. The role includes prioritizing emails and phone calls, arranging meetings and business events, managing information flow, and maintaining calendars. The successful candidate will also provide administrative support, such as making travel arrangements, preparing expense reports, and organizing documents. Additionally, this individual will act as the point of contact among executives, employees, clients, and other external partners. They will need to possess outstanding organizational and time management skills, familiarity with office technologies and willingness to learn required applications, excellent verbal and written communication skills, discretion, and confidentiality. They will play a crucial role in supporting top-level executives with their expertise and skills.

Essential Duties and Responsibilities

* Provide comprehensive support senior executives, managing schedules, appointments, and travel arrangements.
* Plan, organize, and schedule company meetings in the office, off-site, and videoconference as needed.
* Act as a point of contact between executives and employees or other stakeholders.
* Develop positive and strategic relationships at all levels of the organization.
* Prepare and edit technical complexity of correspondence, reports, and presentations.
* Conduct research and information gathering, and prepares summaries and reports.
* Organize and maintain the office filing system.
* Manage all corporate and personal documents requiring executive signature, notarizing documents as required, mailing or distributing as needed.
* Responsible for directing and deploying support staff or other resources.
* Assist in the preparation of regularly scheduled reports.
* Possess ability to learn new software applications as required.
* Conduct research and prepare materials for meetings and presentations.
* Coordinate executive communications, including taking calls, responding to emails, and interfacing with clients.
* Easily handle multiple tasks simultaneously, such as managing information flow, coordinating travel logistics, and organizing team communications and events.
* Utilizing discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality sustaining a level of professionalism among staff and clientele.

V alues, Knowledge, Skills, and Abilities

* Proven experience as an executive assistant or other relevant administrative support experience with meticulous attention to details, managing administrative and office support tasks, and ensuring the accuracy of information flow.
* Proficient in using office software such as Microsoft Access, Excel, OneNote, PowerPoint, Word, Trello, Zoom, Asana, etc. This includes skills in managing e-calendars, creating and managing important documents, and maintaining a contacts database Ability to organize a daily workload by priorities.
* Must be able to meet deadlines in a fast-paced quickly changing environment.
* Possess critical thinking and decision-making skills that includes the ability to make decisions related to scheduling, logistics, and internal processes that support high-ranking executives companywide.
* Communicate effectively with executives, employees, clients, and other external partners. This includes professional speaking and writing skills, as well as the ability to maintain confidentiality.
* Executive and professional level verbal and written communications skills.

Education & Experience

* A Bachelor's degree in Business Administration or related fields.
* Four to seven years as an Executive Assistant in a corporate environment.
* Meticulous attention to detail and follow-through is a must; performs tasks with high degree of accuracy, efficiency, and timeliness.
* Knowledge or Interest in sustainability and eco-friendly practices.
* Exceptional writing, editing, and proofreading skills.
* Current Notary Public or ability to complete within reasonable time.

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