Strategic Operations Officer

1 month ago

Fort Lauderdale, Florida, United States ICBD Holdings Full time

Job Overview: ICBD Holdings is seeking a highly skilled Strategic Operations Officer to provide exceptional support to our CEO. This role demands a proactive, organized, and resourceful individual who can manage a wide range of administrative and executive support-related tasks with efficiency and discretion.

Main Responsibilities:

  • Executive Support: Provide high-level administrative support to the CEO, including calendar management, scheduling meetings, and coordinating travel arrangements.
  • Communication Management: Handle all forms of communication, ensuring timely and accurate responses.
  • Document Preparation: Prepare, proofread, and edit documents, reports, and presentations with meticulous attention to detail.
  • Meeting Coordination: Organize and coordinate meetings, including agenda preparation, minute-taking, and follow-up on action items.
  • Project Management: Assist in planning and executing special projects, ensuring deadlines are met and deliverables are of the highest quality.
  • Confidentiality: Maintain strict confidentiality and handle sensitive information with utmost discretion.
  • Office Management: Oversee office operations, including supply management, equipment maintenance, and facilities management to ensure a smooth work environment.
  • Relationship Management: Build and maintain positive relationships with internal and external stakeholders, representing the CEO with professionalism and courtesy.

Key Accountabilities:

  • Contribute to the CEO Office team and be willing to assist with any task or project requiring additional support.
  • Represent the CEO and the CEO Office with professionalism, effectiveness, and kindness at all times.
  • Develop and maintain a comprehensive office manual that accurately depicts workflow and responsibilities for this role.
  • Manage the CEO's medical conditions, coordinating with medical professionals when necessary.
  • Plan all travel, including flights, accommodations, activities, dinner reservations, international travel authorizations, and visas, meal delivery, and transportation, ensuring triple-checking of all travel plans with hotels, airlines, etc.
  • Ensure the CEO's travel preferences are communicated and adhered to.
  • Plan and coordinate all personal events, including catering, décor, RSVPs, and other event-related details, leveraging corporate events as needed.
  • Manage personal tickets, ensuring stakeholders and invitees have their tickets and that the CEO has necessary tickets readily available.
  • Coordinate with the team to ensure accurate logistics for vehicles (e.g., proper locations for occasions).
  • Collaborate with the CEO on gifting programs, researching and acquiring unique gifts, purchasing, wrapping, sending, and tracking.
  • Coordinate services for move management and ground transportation to ensure easy family transitions between residences when necessary.
  • Collaborate with the CEO to create unique, memorable, and exclusive travel experiences.
  • Travel in advance of the CEO on certain trips to ensure all details are covered.
  • Crisis management: Be prepared to handle unexpected situations at home, such as emergencies or sudden changes in plans, with calm and efficiency.
  • Use utmost discretion to protect the privacy of the CEO and his family.
  • Be available to work weekends, early mornings, and evenings regularly.

Requirements:

  • Experience: Minimum of 8 years of experience as an Executive Assistant, preferably supporting C-level executives, from a Fortune 500 company.
  • Education: Bachelor's degree in Business Administration, Communications, or a related field.
  • Skills:
  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite and other relevant software.
  • Ability to multitask and prioritize effectively in a fast-paced environment.
  • High level of accuracy and attention to detail.
  • Proven ability to handle confidential information with discretion.
  • Professional demeanor and polished work style.

Personal Attributes:

  • Diligence: A meticulous approach to work, ensuring all tasks are completed with precision.
  • Proactivity: A self-starter who anticipates needs and takes initiative.
  • Reliability: Dependable and consistent in delivering high-quality work.
  • Adaptability: Flexible and able to adjust to changing priorities and demands.
  • Integrity: Strong ethical standards and a commitment to maintaining confidentiality.

Estimated Salary Range: $120,000 - $150,000 per year, depending on qualifications and experience.

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