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Chief Executive Officer's Administrative Partner

2 months ago

Florida, United States Wetherby Partners Search Full time

Position Overview:

Wetherby Partners Search is in search of a highly skilled Executive Assistant to the CEO. This role is pivotal within our organization, providing essential administrative support to the CEO in a dynamic and fast-paced environment. The ideal candidate will possess exceptional organizational capabilities, a strong sense of confidentiality, and a proactive mindset towards problem-solving.

Key Responsibilities:

Administrative Support:

  • Oversee and prioritize the CEO's communications and calendar.
  • Schedule meetings and appointments, ensuring timely reminders.
  • Resolve scheduling conflicts with discretion across multiple executives' calendars.
  • Prepare and coordinate correspondence, reports, and presentation materials for executive meetings.
  • Collaborate with the Investor Relations team to manage press releases and quarterly earnings requirements.
  • Handle sensitive and confidential information with utmost trust and discretion.

Project Management:

  • Plan and coordinate all Board of Directors meetings, providing exceptional service through itinerary creation and travel arrangements.
  • Assist with the onboarding of executives and provide ongoing support.
  • Develop timelines, track project progress, and ensure milestones are achieved.
  • Manage the corporation's calendar effectively.

Communication and Liaison:

  • Handle all incoming and outgoing communications, ensuring timely responses.
  • Act as a liaison between the CEO and both internal and external stakeholders.
  • Craft executive summaries, talking points, and presentations as needed.
  • Manage logistics for in-person meetings, including catering and technical support.

Travel and Expense Management:

  • Plan domestic and international travel, including private aircraft coordination.
  • Ensure accurate and timely reporting of travel and expenses on a monthly basis.

Documentation and Record Keeping:

  • Prepare and maintain various records and documentation.
  • Compile materials for Board-level meetings and manage financial data.
  • Maintain organized files and perform additional administrative duties as required.

Qualifications:

Education and Experience:

  • Bachelor's Degree or equivalent experience in advanced administrative roles.
  • A minimum of 10 years supporting C-suite executives in a high-paced environment is preferred.
  • Experience in event planning and coordination, including venue selection and contract management.

Skills and Competencies:

  • High level of discretion and confidentiality.
  • Proficient in Microsoft Office Suite and other relevant software.
  • Excellent written and verbal communication skills.
  • Strong organizational and time management skills.
  • Ability to interact comfortably with C-level executives and Board members.
  • Experience in travel planning and expense reporting.
  • Proficient with online travel tools and expense tracking software.

Personal Attributes:

  • Adaptable and confident with a proactive approach.
  • Self-motivated and ambitious with strong interpersonal skills.
  • High emotional intelligence and ability to adjust to changing priorities.
  • Capable of working independently on projects and resolving issues effectively.

Working Conditions:

  • This role requires an in-office presence.
  • Standard work schedule with potential for extended hours as needed.
  • Ability to manage confidential information in a fast-paced environment.