Administrative Assistant

Administrative Assistant

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
• Coordinate 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

Additional Job Responsibilities:

• Prepare reports, presentations, and other documents
• Conduct research and gather information as needed
• Assist with 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
• Assist with meetings and events
• Arrange and set up catering and food orders for meetings as requested
• Order and distribute lunch(es) for executive(s)
• Assist with PowerPoint presentations and agendas
• Send calendars invites and emails on behalf of executive
• Maintain storage closet
• Assist with refilling executive refrigerators and fixing coffee machines
• Assist with 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
• Action Oriented
• Cultivates Innovation
• Collaborates
• Customer Focus
• Develops Talent
• Ensures Accountability
• Drives Engagement
• Communicates Effectively
• Instills Trust
• Change Management
• 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 Job Segment: Secretary, Event Planning, Administrative Assistant, Administrative, Hospitality, Automotive, Bilingual