Executive Assistant

3 days ago

Miami, Florida, United States AutoBidMaster Full time

AutoBidMaster is seeking to hire an Executive Assistant to provide administrative support to the office of the CEO. The qualified candidate is expected to do well in a team environment while providing total support to the Executive in all aspects of their roles.

Candidates should have exceptional communication skills, a commitment to achieving a high level of accuracy and attention to detail, and a no-task-too-small approach to the work. An ideal team member will be able to work well independently but also be flexible enough to be directed at times.

RESPONSIBILITIES WILL INCLUDE, AND NOT BE LIMITED TO:

  • Manage the CEO's calendar, prioritize meetings, and coordinate competing demands.
  • Schedule and facilitate video conferences and virtual meetings.
  • Plan and coordinate company events and team-building activities.
  • Arrange travel itineraries including flights, hotels, car rentals, visas, and airport pickups.
  • Manage documentation and information archiving (ex. Teams, SharePoint, etc.)
  • Office maintenance, order supplies and provide support to visitors and visiting executives.
  • Liaise with property tenants and manage related landlord/tenant activities.
  • Provide project support to the CEO, including feedback collection and report preparation.
  • Develop spreadsheets, reports, and visual data presentations.
  • Serve as the gatekeeper for the CEO—field calls, coordinate meeting requests, and attend meetings when needed.
  • Provide executive support to other executives, as directed by the CEO.
  • Receive and manage incoming communication or memos, including mail, on behalf of CEO and his entities. This includes reviewing contents, determining level of importance, and summarizing or distributing contents when applicable.
  • Maintain filing systems for personnel and professional matters, update registrations, licenses, and other matters as needed.
  • Handle projects and assignments as the business dictates.
  • Provide status on all projects and assist with the day-to-day operations.

SKILLS, AND QUALIFICATIONS:

  • Handle multiple projects simultaneously within established time constraints.
  • Work both independently and collaboratively within a team.
  • Ability to work with vendors in a professional manner.
  • Strong work ethic, reliable, punctual, practical, efficient, and honest.
  • Highly organized, meticulous, detail oriented.
  • Excellent communication skills, highly responsive, fast at texting and typing on a computer.
  • Proficient in Google Workspace, Microsoft Office, SharePoint, and smartphone platforms.
  • Capacity to handle tight deadlines and last-minute changes, adapt quickly while remaining flexible, and problem-solve without sacrificing detail.
  • Demonstrated ability to anticipate needs, think critically, and offer proactive solutions.
  • Ability to maintain composure and sense of humor in high-pressure situations.
  • Vault-like ability to maintain confidentiality and be ultra-discreet.
  • Excellent command of the English language, both written and spoken. Bilingual is a plus.
  • Intent to stay in the position long-term.

REQUIREMENTS:

  • Bachelor's degree
  • Minimum 5 years' related experience.
  • Willingness to work nights and weekends, as necessary.

BENEFITS:

  • Group Health plans
  • Paid holidays
  • Paid time off
  • Bonus program
  • 401k
  • Upbeat and exciting company culture and much more

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