Executive Assistant

2 days ago

Miami, United States Ballard Global Full time

Join a dynamic and fast-paced private investment firm committed to delivering exceptional results and fostering a culture of excellence. We seek a highly skilled and professional Executive Assistant to support our executive team and provide personal assistant responsibilities to the CEO. This critical role requires exceptional organizational skills, discretion, and the ability to manage professional and personal priorities seamlessly.

Position Summary:

As the Executive and Personal Assistant, you will provide comprehensive administrative support to senior executives, primarily focusing on the CEO. This includes managing business operations and assisting with personal responsibilities to ensure the CEOs time is optimized and priorities are effectively managed.

Key Responsibilities:

Executive Support:

  • Manage complex calendars, coordinate meetings, and organize travel arrangements (domestic and international).
  • Prepare and edit correspondence, presentations, and reports with high accuracy.
  • Organize and manage company and investor events.

Personal Assistant to the CEO:

  • Handle personal scheduling, appointments, and errands, seamlessly integrating professional and personal commitments.
  • Manage household-related tasks, including liaising with vendors and contractors.
  • Organize personal travel arrangements, reservations, and events.
  • Assist with special personal projects and initiatives, maintaining confidentiality at all times.

Meeting Coordination:

  • Organize and schedule meetings, including preparing agendas, taking detailed minutes, and following up on action items.
  • Coordinate with internal stakeholders to ensure meetings align with strategic priorities.

Project Management:

  • Assist in managing special projects for the firm and the CEO, ensuring timely delivery and attention to detail.
  • Conduct research, compile data, and provide insights to support professional and personal decision-making processes.

Office & Personal Management:

  • Maintain a well-organized system for filing and documentation for business and personal records.
  • Ensure smooth office operations, liaising with vendors, building management, and managing supplies.

The ideal candidate for the Executive Assistant & Personal Assistant to CEO role, based on the job description, would embody the following traits and personality characteristics:

Professional Attributes:

Highly Organized and Detail-Oriented:

  • Capable of precisely juggling multiple complex schedules, tasks, and responsibilities.
  • Ensures no detail is overlooked in both professional and personal matters.

Proactive and Resourceful:

  • Anticipates needs before they arise and solves problems independently.
  • Displays a "can-do" attitude, taking initiative to ensure smooth operations.

Discreet and Trustworthy:

  • Handles sensitive information with utmost confidentiality.
  • Maintains the highest level of professionalism, particularly in high-pressure situations.

Adaptable and Flexible:

  • Thrives in a fast-paced environment and adjusts seamlessly to shifting priorities.
  • Comfortable managing diverse tasks, from executive-level duties to personal errands.

Strong Communication Skills:

  • Articulates clearly and professionally in written and verbal interactions.
  • Effectively liaises with internal teams, external stakeholders, and service providers.

Interpersonal Traits:

Polished and Professional:

  • Maintains a calm and composed demeanor, representing the firm and CEO with poise.
  • Reflects the high standards of the private investment firm's culture.

Relationship-Builder:

  • Develop positive relationships with team members, clients, and vendors.
  • Demonstrates emotional intelligence and understands the nuances of supporting high-level executives.

Supportive and Reliable:

  • Serves as a dependable right hand for the CEO, ensuring their professional and personal lives run efficiently.
  • Balances empathy with assertiveness to provide outstanding support.

Creative Problem Solver:

  • Thinks critically to navigate challenges or surprises in day-to-day tasks.
  • Brings innovative solutions to complex problems.

Work Style:

  • Independent: Capable of managing responsibilities without constant oversight.
  • Collaborative: Enjoys working in partnership with executives and contributing to team success.
  • Disciplined: Maintains focus and efficiency, even under demanding deadlines.

This ideal candidate would exhibit a blend of professionalism, adaptability, and a results-oriented mindset, ensuring the CEO's time and priorities are managed with excellence while reflecting the firm's values.

Qualifications:

Experience:

  • Minimum of 5 years of experience as an Executive Assistant.

Education: Bachelors degree required

Skills:

  • Exceptional organizational and time-management skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
  • Strong written and verbal communication skills.

What We Offer:

  • Competitive salary and performance-based bonuses.
  • Comprehensive health benefits (medical, dental, vision).
  • Opportunities for professional growth and development.

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