EXECUTIVE ASSISTANT

Job Description

Job Description

JOB SUMMARY:

 

The ideal Executive Assistant is detail-oriented, highly organized, service-focused, maintains a high level of confidentiality and able to exercise discretion and judgment. This role requires strong communication skills and the ability to manage multiple priorities in a fast-paced environment while supporting the Senior Leadership Team and supporting HR and Finance Initiatives. 

 

PRIMARY DUTIES AND RESPONSIBILITIES:

• Executive Administrative support to Senior Leadership Team, Finance and Human Resources including calendar management, meeting coordination, travel arrangements and expense reports.
• Prepare, organize and maintain executive materials such as agendas, PowerPoint presentations, reports and meeting documentation, ensuring timely follow-up and tracking.
• Assist in coordination of Board of Director and Sales meetings, dinners, calls, scheduling, catering, logistics and lodging.
• Arrange hotel accommodations for offsite company meetings, clients, out-of-town visitors and trade shows.
• Support HR with pre-employment and offer-related administrative tasks as directed.
• Provide support to HR in recruitment coordination support by maintaining job postings, managing applicant tracking system updates, scheduling interviews, and communicating logistical details to candidates.
• Support HR reporting and administration by maintaining accurate employee and contractor records, tracking onboarding and hiring activity, and responding to ad hoc data requests.
• Coordinate employee onboarding activities by partnering with hiring managers on logistics, system access, equipment requests, documentation, and orientation scheduling in accordance with established processes
• Support employee engagement initiatives by coordinating logistics for company events, recognition activities, and assisting with related communications
• Assist with finance tasks such as sending client statements and updating contact information as well as analyzing travel expenses, on an as needed basis.
• Tracking Capital Expenditure approval process and maintaining files. 
• Assist with tax filings and investor communications.
• Manage day-to-day office operations, including office management, office and kitchen supplies, review and distribute mail and day-to-day office management needs.
• Serve as liaison with building management: Escalate office and building issues, and coordinate with designers and vendors on office remodeling and furniture purchases.
• Other duties as assigned.

QUALIFICATIONS:

• Minimum 7 years’ experience as an Executive Assistant or similar role supporting senior leadership
• Proficiency in Microsoft Office (Outlook, Word, PowerPoint and Excel) 
• Comfortable using AI tools in daily work and eager to learn
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Detail-oriented and able to anticipate needs proactively while prioritizing tasks
• Professional demeanor and a strong and reliable work ethic
• Excellent time management, organizational and communication skills
• Ability to work onsite 5 days a week in Boca Raton, FL