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Administrative Coordinator

2 months ago

Miami, United States Glow Services Corp Full time
Job Summary

Glow Services Corp is seeking a highly skilled and experienced Executive Support Specialist to provide administrative support to our executive team. The ideal candidate will have a strong background in office management, exceptional organizational skills, and the ability to work independently with minimal supervision.

Key Responsibilities
  • Administrative Support:
    • Manage and maintain the executive team's calendars, scheduling meetings, appointments, and travel arrangements.
    • Prepare and organize documents, presentations, and reports for meetings and executive needs.
    • Handle incoming communications, including emails, phone calls, and letters, and respond on behalf of the executive team as needed.
    • Screen and prioritize communications, ensuring timely follow-up on important matters.
  • Meeting Coordination:
    • Arrange and coordinate meetings, including preparing agendas, distributing meeting materials, and taking minutes.
    • Ensure follow-up on action items from meetings, tracking progress and deadlines.
    • Liaise with internal and external stakeholders to coordinate meetings and events.
  • Project Management:
    • Assist with the planning and execution of special projects and initiatives led by the executive team.
    • Monitor project timelines and deliverables, ensuring tasks are completed on time.
    • Provide research and analysis support as needed for various initiatives.
  • Confidentiality and Discretion:
    • Handle sensitive and confidential information with the utmost discretion.
    • Maintain the confidentiality of privileged information and ensure secure handling of documents.
  • Travel and Event Planning:
    • Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
    • Plan and coordinate executive team events, off-sites, and retreats.
  • Office Management:
    • Ensure the executive office operates efficiently, managing supplies, equipment, and facilities as needed.
    • Liaise with other departments to ensure smooth inter-departmental communication and cooperation.
Requirements
  • Education:
    • Bachelor's degree in Business Administration, Communications, or a related field preferred.
  • Experience:
    • Minimum of 5 years of experience as an Executive Assistant or in a similar role supporting C-level executives.
    • Experience in a fast-paced, dynamic environment is highly desirable.
  • Skills:
    • Exceptional organizational and time management skills.
    • Strong written and verbal communication skills.
    • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
    • Ability to work independently with minimal supervision and prioritize tasks effectively.
    • Strong problem-solving skills and attention to detail.
    • Ability to maintain a high level of professionalism and confidentiality.
  • Personal Attributes:
    • Proactive and self-motivated with a strong sense of initiative.
    • High level of integrity and ethical conduct.
    • Ability to remain calm and composed under pressure.
    • Strong interpersonal skills and the ability to build positive relationships with colleagues at all levels.