Executive Assistant

5 days ago

Palm Beach, United States Robert Half Full time
Job DescriptionJob Description

The Executive Administrative Assistant will support a high-level executive by managing both corporate and personal responsibilities. This role requires exceptional organizational skills, professionalism, confidentiality, and flexibility to handle varied tasks. The Executive Administrative Assistant will act as a gatekeeper, project manager, and personal assistant, ensuring efficient management of the executive’s professional and personal commitments. Please note that this position is primarily remote with the ability to travel to client's home in Palm Beach, FL. Must be local to South Florida. This role requires normal working hours with some correspondence after hours when traveling and as things come up.

Key Responsibilities:

Corporate Responsibilities:

  • Calendar & Schedule Management: Coordinate, prioritize, and manage the executive’s corporate calendar, ensuring optimal scheduling for meetings, conferences, and travel arrangements.
  • Communication & Correspondence: Draft, review, and manage correspondence, including emails, memos, and reports. Act as a liaison between the executive and internal/external stakeholders.
  • Meeting Coordination: Organize and prepare materials for executive meetings, attend meetings to take notes, and manage follow-ups on key actions.
  • Travel Arrangements: Coordinate corporate travel itineraries, accommodations, and logistics for both domestic and international trips.
  • Project Management: Assist in the coordination of corporate projects, including tracking timelines, managing resources, and communicating with relevant parties.
  • Document Management: Organize and maintain corporate files and records, ensuring that all important documents are readily accessible and up to date.
  • Research & Analysis: Conduct research on various corporate initiatives, competitors, or market trends, and provide summarized findings to the executive.
  • Expense Management: Track and process corporate expenses, manage reimbursement submissions, and prepare expense reports.

Personal Responsibilities:

  • Personal Calendar & Appointments: Manage the executive’s personal calendar, scheduling personal appointments, reservations, and family obligations.
  • Personal Errands: Handle personal tasks as requested, such as shopping, household management, and vendor coordination for personal properties.
  • Event Planning: Assist in planning and coordinating personal events or family gatherings, including invitations, venue arrangements, and catering services.
  • Family & Household Support: Provide administrative support for family members’ schedules, including travel arrangements, doctor’s appointments, and school activities if applicable.
  • Financial & Personal Record-Keeping: Maintain personal financial records, bill payments, and other confidential documents related to personal finance.
  • Communication on Behalf of Executive: Manage communication for the executive’s personal matters, including correspondence with family members, friends, and personal contacts.

Education: Bachelor’s degree in Business Administration, Management, or related field preferred.

Experience: 5+ years of experience as an administrative assistant to senior-level executives.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

Organizational Skills: Excellent multitasking ability, attention to detail, and ability to prioritize tasks independently.

Interpersonal Skills: Strong communication and interpersonal skills, with the ability to work well with individuals at all levels of an organization.

Confidentiality: High level of discretion and trustworthiness when handling sensitive corporate and personal information.

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