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Lead Executive Support Specialist

2 months ago

Orlando, Florida, United States Beep Inc Full time
Job Overview

Beep Inc. is seeking a highly skilled and organized Senior Executive Assistant to enhance our operations at the Lake Nona Headquarters. The ideal candidate will expertly manage the schedules of multiple Senior and Executive Team Members with minimal supervision, demonstrating exceptional attention to detail.

Key Responsibilities:

  • Oversee the calendars of Executive Leadership Team Members; arrange both domestic and international travel logistics comprehensively.
  • Plan and facilitate Board Meetings, ensuring all logistics are handled efficiently.
  • Organize and schedule customer and internal meetings, preparing necessary agendas.
  • Gather and summarize information from various records, emails, and documents as needed.
  • Address and resolve administrative inquiries promptly.
  • Manage office supplies, equipment, and maintain the Beep Café.
  • Reconcile and submit expense reports accurately.
  • Supervise the Corporate Apartment and ensure its upkeep.
  • Coordinate and assist with all Corporate and Social Events.
  • Warmly welcome and guide visitors and clients.
  • Act as a liaison between the Executive Leadership Team and staff members.

Qualifications:

  • Outstanding verbal and written communication abilities, along with excellent interpersonal skills.
  • Proactive and detail-oriented, with superior organizational and communication capabilities.
  • Strong time management skills with a proven track record of meeting deadlines.
  • Robust analytical and problem-solving skills.
  • Able to thrive in a fast-paced and occasionally high-pressure environment.
  • Comprehensive knowledge of office administration, clerical processes, and recordkeeping systems.
  • Highly proficient in Microsoft Office Suite or similar software, with a willingness to learn new technologies.
  • Capable of working independently, managing multiple tasks, and adapting to various roles.
  • Willingness to work weekends as necessary.
  • Florida Notary certification is preferred.

Education and Experience:

  • A high school diploma is required; an Associate's or Bachelor's degree in Business Administration or a related field is preferred.
  • Over ten years of relevant experience is preferred.

Physical Requirements:

  • Extended periods of sitting at a desk and using a computer.
  • Some travel may be required, up to 25%.
  • Ability to lift up to 25 pounds occasionally.