Executive Assistant to CEO

4 weeks ago

Jupiter, United States Private Label Staff Full time
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.

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.

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