Executive Assistant

Description

The Executive Assistant provides high-level administrative support to one or more executives. This position oversees complex calendar management, meeting planning, creating presentations, travel arrangements, and regular administrative functions. This position is highly visible, both internally and externally, and will work with shareholders, vendors, stakeholders, etc. ensuring a seamless experience for all involved.

Job Responsibilities

• Provide administrative support to executives
• Manage complex calendars and appointments for executives
• Cook travel arrangements and accommodations
• Reconcile expenses and submit expense reports timely and accurately
• Handle correspondence, emails, and phone calls
• Organize and maintain files and records
• Prepare reports, presentations, and other documents
• Conduct research and gather information as needed
• Aid in meeting preparation and logistics
• Manage office supplies and inventory
• Act as a liaison between executives and other internal/external contacts
• Handle confidential information with discretion and professionalism

Continued Responsibilities

• Anticipate needs and proactively address them to support your executive
• Record meeting minutes and distribute
• Aid in meetings and events
• Arrange and set up catering and food orders for meetings as requested
• Order and distribute lunch(es) for executive(s)
• Aid in PowerPoint presentations and agendas

Added Responsibilities

• Send calendars invites and emails on behalf of executive
• Maintain storage closet
• Aid in refilling executive refrigerators and fixing coffee machines
• Aid in visas and passport renewals as necessary
• Effectively collaborate with other Executive Assistants and other TBC team members
• Other duties as assigned.

Qualifications

• Minimum of two (2) plus years of administrative assistant experience supporting C-Level Executives
• Bachelor’s degree in business administration, communications, office management, hospitality or related field preferred
• Uphold a strict level of confidentiality and handle sensitive information with professionalism
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines
• High level of proficiency in Microsoft Office software
• Ability to independently resolve issues and make decisions
• Flexible to adjust to changing priorities and requirements
• Aptitude for learning technology, systems, and software
• Proactive attitude
• Effectively manage time and resources
• Strong Attention to detail
• Excellent communication skills
• Ability to accurately handle correspondence, scheduling, and documentation
• Must have reliable transportation for occasional errands, meeting and event set up, etc.
• Bilingual in Spanish /English is a plus

Benefits

• Market competitive compensation
• 401(k) and Roth with company match. Immediate 100% vesting
• Comprehensive benefits including medical, dental and vision
• Company paid short term disability and employer subsidized long term disability
• Company paid life insurance
• Discounted tire purchasing
• Tuition reimbursement
• Employee assistance program
• Generous paid vacation and paid time off
• Customizable voluntary benefits
• and More!!!

Mission Critical Competencies

• Strategic Mindset: seeing ahead to future possibilities and translating them into breakthrough strategies.
• Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Cultivates Innovation: Creating new and better ways for the organization to be successful.
• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives
• Customer Focus: Building strong customer relationships and delivering customer-centric solutions.
• Develops Talent: Developing people to meet both their career goals and the organization's goals.
• Ensures Accountability: Holding self and others accountable to meet commitments.
• Drives Engagement: Creating a climate where people are motivated to do their best to help the organization achieve its objectives.
• Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Instills Trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Change Management: effective Sponsorship, Change Agent and influencing skills. Adaptive, agile, flexible, open minded. Proven ability to build cross-functional commitment, lead, simplify and scale complex dynamic organizations through transformational change.

Nearest Major Market

Palm Beach

Nearest Secondary Market

Miami