Executive Support Professional

3 weeks ago

Miami Beach, Florida, United States GF IMMIGRATION LAW, PA Full time
About Our Company

GF Immigration Law, PA is a leading humanitarian immigration law firm dedicated to providing top-notch services to undocumented human trafficking victims and helping them obtain legal status in the US. We pride ourselves on our mission-driven approach and client-centered focus.

Job Overview

We are seeking an exceptional Executive Assistant to provide high-level support to our CEO. The ideal candidate will possess excellent organizational skills, be proactive, and adaptable, ensuring seamless day-to-day operations and effective communication.

Responsibilities
  • Calendar Management: Organize and update the CEO's calendars daily, weekly, and monthly, ensuring they are informed, prepared, and punctual for all commitments. Provide notes and background information before every meeting and coordinate, schedule, prepare for, and follow up on meetings as needed.
  • Email Inbox Management: Manage multiple inboxes, reply to emails promptly on behalf of the CEO, and follow up on priority emails as necessary. Notify the CEO of any urgent emails and tasks that require immediate attention.
  • Communication: Act as a liaison between the CEO and internal/external stakeholders, ensuring timely and clear communication. Serve as a point of contact for the CEO, work with other executives and their assistants, and resolve administrative problems by coordinating report preparation and identifying solutions.
  • Document Preparation: Draft, edit, and format Word documents, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization. Renew the CEOs memberships and ensure all requirements needed are met.
  • Task Management: Assist the CEO in breaking down tasks into actionable steps, setting reminders, and ensuring follow-through. Conserve the CEOs time by reading, researching, collecting, and analyzing information as needed, in advance.
  • Travel Arrangements: Plan and coordinate travel itineraries, including flights, accommodations, and local transportation. Work with travel agencies, airlines, and hotels to provide them with upcoming travel details and ensure things are booked and ready.
Requirements and Skills
  • Use discretion, confidentiality, and good judgment to handle C-level matters.
  • Ability to think outside of the box with a sense of urgency.
  • Excellent communication and time management skills; proven ability to meet deadlines.
  • Ability to function well in a high-paced environment.
  • Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
  • Commitment to excellence - perform duties at the highest level possible on a consistent basis.
  • Demonstrate ability and temperament to work with sensitive information.
  • Team player - have team-oriented experience and approach.
  • Service focus - dedicated to meeting the expectations of the CEO.
  • Flexible schedule and availability on weekends and after-hours.
  • Able to travel domestically and internationally, as needed, at times on short notice.
Benefits
  • Comprehensive health, dental, and vision insurance.
  • 401(k) plan with 6% company match.
  • Generous Paid Time Off (PTO) policy plus additional Rewarded Time Off (RTO), totaling 30 days per year.
  • Work From Home options available for up to 45 days per year.
  • Flexible start times with options between 8:00am and 10:00am.
  • Life and disability insurance coverage.
  • Parking Garage Access.

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