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Executive Support Specialist

2 months ago

Naples, Florida, United States viLogics Full time
Job Description

Job Summary:

The Executive Support Specialist will provide high-level administrative support to the executive team at viLogics, ensuring the smooth operation of the office and the executive's workload. This role requires a highly skilled and organized individual who can anticipate the needs of the executive and prioritize tasks effectively.

Key Responsibilities:

  1. Calendar and Schedule Management:
  • Manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
  • Prioritize and coordinate conflicting appointments and ensure the executive is aware of their daily schedule.
  • Prepare meeting agendas, materials, and follow-up notes.
Communication Management:
  • Serve as the primary point of contact between the executive and internal/external stakeholders.
  • Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
  • Draft and edit emails, memos, and reports on behalf of the executive.
Meeting Coordination:
  • Organize and coordinate meetings, including logistics, room setup, catering, and AV equipment.
  • Take detailed meeting minutes and track action items to ensure timely follow-up.
  • Prepare presentations and reports for meetings as required.
Travel Arrangements:
  • Plan and book domestic and international travel, including flights, accommodations, transportation, and itineraries.
  • Prepare travel expense reports and handle reimbursements.
Project Management:
  • Assist the executive in managing special projects, including research, data analysis, and coordination with other departments.
  • Track project timelines, deliverables, and ensure that deadlines are met.
Confidentiality and Discretion:
  • Handle sensitive and confidential information with the utmost discretion.
  • Maintain the security of executive files, communications, and records.
Office Management:
  • Manage the executive's office operations, including ordering supplies, managing budgets, and overseeing office support staff.
  • Ensure the office environment is professional and conducive to productivity.
Relationship Management:
  • Build and maintain strong relationships with internal and external stakeholders, including board members, clients, and partners.
  • Represent the executive in a professional and courteous manner at all times.
Event Planning:
  • Plan and coordinate corporate events, such as board meetings, conferences, and team-building activities.
  • Manage event logistics, including venue selection, catering, and guest lists.
Administrative Support:
  • Perform general administrative tasks such as filing, copying, and data entry.
  • Maintain and organize executive files, both digital and physical.
  • Support other executives and team members as needed.

Qualifications:

  • Education: A bachelor's degree is preferred, ideally in business administration, communications, or a related field.
  • Experience: 5+ years of experience as an Executive Assistant, with experience supporting C-level executives preferred.
  • Skills:
    • Excellent organizational and time-management skills.
    • Strong written and verbal communication skills.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
    • Ability to multitask and prioritize effectively in a fast-paced environment.
    • Strong problem-solving skills and the ability to work independently.
  • Attributes:
    • High level of professionalism and discretion.
    • Strong attention to detail and accuracy.
    • Ability to work under pressure and meet tight deadlines.
    • Positive attitude, flexibility, and a proactive approach to work.

Reports to:

The Executive Support Specialist typically reports directly to the executive they support (e.g., CEO, COO).

Work Environment:

  • The EA will require in-office work in a corporate office setting.
  • Depending on the executive's schedule and needs, some travel may be required.

This role is crucial to ensuring the efficiency and effectiveness of the executive's work, and by extension, the overall success of the organization.