Executive Assistant

2 months ago

Pompano Beach, United States Atlantic Jet Partners Full time

The Executive Assistant to the CEO, CFO, and COO plays a vital role in supporting the senior leadership team by managing daily operations, optimizing schedules, and ensuring smooth communications. This role requires a proactive, highly organized individual with exceptional communication skills, attention to detail, and the ability to handle sensitive information with discretion.


Key Responsibilities


1. Calendar Management:

• Manage and maintain calendars for the CEO, CFO, and COO, scheduling meetings, appointments, and travel arrangements.

• Coordinate and prioritize multiple schedules to maximize executive productivity.


2. Meeting Preparation and Coordination:

• Arrange and prepare agendas for executive meetings, board meetings, and other critical events.

• Take detailed meeting minutes and follow up on action items to ensure they are completed in a timely manner.


3. Communication Management:

• Serve as the primary point of contact for internal and external stakeholders on behalf of the CEO, CFO, and COO.

• Draft, edit, and proofread communications, including emails, reports, and presentations.


4. Travel Arrangements:

• Organize and manage travel itineraries, accommodations, and logistics for domestic and international travel.

• Prepare travel expense reports and process reimbursements accurately and promptly.


5. Project and Task Management:

• Assist executives in managing and tracking key projects, including setting deadlines and tracking progress.

• Conduct research and provide support on special projects as requested.


6. Document and File Management:

• Maintain filing systems, both digital and physical, ensuring all documentation is accurate and up-to-date.

• Handle sensitive documents and information with confidentiality.


7. Office and Operational Support:

• Serve as a liaison between executives and department heads, relaying information and ensuring alignment across teams.

• Assist in coordinating company-wide events, including off-site, conferences, and employee meetings.


8. General Administrative Support:

• Prepare, review, and process expense reports and vendor invoices for the executive team.

• Anticipate and address the daily needs of the executives, proactively resolving issues before they arise.


Required Skills & Qualifications


• Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred.

• Experience: Minimum of 5+ years as an Executive Assistant supporting C-level executives, ideally in a fast-paced environment.

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management tools; experience with expense management software preferred.

• Organizational Skills: Strong organizational and time-management abilities, with the capacity to manage competing priorities effectively.

• Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally with both internal and external stakeholders.

• Interpersonal Skills: High level of discretion, professionalism, and adaptability.

• Problem-Solving Skills: Proactive approach to problem-solving with a strong decision-making ability.


Preferred Attributes


• Proven ability to work independently and collaboratively within a team.

• Strong attention to detail and accuracy.

• Experience in handling high-stakes projects and maintaining confidentiality.

• Flexibility and willingness to support additional needs as they arise.


Benefits


• Health Insurance, Retirement Plan, Paid Time Off, Professional Development Opportunities, etc...


This role is ideal for a highly organized, detail-oriented individual who thrives in a dynamic environment and enjoys supporting executive leaders in achieving the company’s strategic goals.


Please send your resume to jrizzo@atlanticjetpartners.com

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