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Executive Assistant to Chief Executive Officer

2 months ago

Jacksonville, Florida, United States ICX Group Full time
Job Summary:

The ICX Group seeks a highly skilled and experienced Executive Assistant to provide top-notch support to our Chief Executive Officer. This is a critical role that requires a professional with exceptional organizational skills, discretion, and the ability to thrive in a fast-paced environment.

Key Responsibilities:Executive Support:
  1. Provide High-Level Administrative Support: Manage the CEO's calendar, schedule appointments, and organize meetings with precision and accuracy.
  2. Coordinate and Prepare Materials: Prepare meeting materials, presentations, correspondence, and reports with attention to detail and a focus on quality.
  3. Handle Confidential Information: Maintain the highest level of discretion when handling sensitive and confidential information.
  4. Flexibility and Availability: Be willing to work outside of normal business hours when required to support the CEO's needs.
Communication:
  1. Primary Point of Contact: Serve as the primary point of contact between the CEO and stakeholders, ensuring seamless communication and resolution of issues.
  2. Screen and Manage Correspondence: Screen and manage phone calls, emails, and other correspondence on behalf of the CEO.
  3. Document Preparation: Draft, proofread, and edit documents, emails, and communications with precision and attention to detail.
  4. Record Keeping: Maintain accurate records, including agendas and reports, to ensure transparency and accountability.
  5. Correspondence Management: Maintain correspondence files from other departments and external sources, ensuring easy access and retrieval.
Office Management:
  1. Day-to-Day Operations: Oversee the day-to-day operations of the office, ensuring a smooth and efficient work environment.
  2. Logistics and Supplies: Prepare outgoing mail, faxes, and orders supplies as required to maintain a well-stocked and functional office.
  3. Travel Arrangements: Coordinate travel arrangements, including flights, accommodations, and itineraries, to ensure seamless execution.
Project Management:
  1. Special Projects: Assist with special projects as needed, demonstrating flexibility and a willingness to take on new challenges.
  2. Research and Analysis: Conduct research and gather information to support decision-making processes, providing valuable insights and recommendations.
Event Planning:
  1. Event Coordination: Plan and coordinate events, private dinners, receptions, and business functions, ensuring seamless execution and a positive experience for attendees.
  2. Logistics and Support: Manage logistics, invitations, and on-site support for events, ensuring a smooth and enjoyable experience for all involved.
Qualifications:
  1. Bachelor's Degree or Equivalent Experience: Possess a bachelor's degree or equivalent experience in a related field.
  2. Microsoft Office Suite: Proficient in Microsoft Office suite, including Outlook, Excel, Word, and PowerPoint.
  3. Communication Skills: Possess excellent written and verbal communication skills, with the ability to articulate complex ideas and concepts.
  4. Time Management and Prioritization: Demonstrate the ability to prioritize tasks and meet deadlines, ensuring timely completion of projects and tasks.
  5. Confidentiality: Maintain confidentiality and discretion when handling sensitive and confidential information.