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Executive Operations Coordinator

2 months ago

Florida, United States Wetherby Partners Search Full time

Position Overview:

Wetherby Partners Search is in search of a dedicated Executive Assistant to the CEO. This pivotal role offers an opportunity to support a high-level executive in a dynamic and rapidly growing organization. The successful candidate will be rewarded with a competitive salary, performance bonuses, and a comprehensive benefits package.

Key Responsibilities:

Administrative Support:

  • Oversee and prioritize the CEO's email and calendar.
  • Schedule meetings and appointments, providing timely reminders.
  • Resolve scheduling conflicts with professionalism and efficiency.
  • Prepare correspondence, reports, and presentation materials for executive meetings.
  • Collaborate with the Investor Relations team to manage press releases and quarterly earnings communications.
  • Handle sensitive and confidential information with the utmost discretion.

Project Management:

  • Plan and coordinate materials for Board of Directors meetings, ensuring a high level of service.
  • Assist with the onboarding process for executives.
  • Track project timelines and ensure milestones are achieved.
  • Maintain and manage the corporate calendar.

Communication and Liaison:

  • Manage incoming and outgoing communications, ensuring prompt responses.
  • Act as a liaison between the CEO and various stakeholders.
  • Draft executive summaries, talking points, and presentations.
  • Coordinate logistics for in-person meetings, including catering and technical support.

Travel and Expense Management:

  • Plan domestic and international travel arrangements, including private aircraft coordination.
  • Ensure accurate and timely reporting of travel and expenses.

Documentation and Record Keeping:

  • Prepare and maintain various records and documents.
  • Compile materials for Board-level meetings and manage financial data.
  • Maintain organized files and perform additional administrative tasks 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 fast-paced environment is preferred.
  • Experience in event planning and coordination, including contract management.

Skills and Competencies:

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

Personal Attributes:

  • Adaptable, proactive, and composed under pressure.
  • Strong interpersonal skills and a client-service orientation.
  • High emotional intelligence and flexibility in changing priorities.
  • Ability to work independently on projects and problem-solving.

Working Conditions:

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