Executive Assistant

The Job
The Executive Assistant will work as part of a high-performing team on a broad range of assignments and events that will interact and impact with multiple departments throughout the company. The position will be encouraged and expected to take accountability and seek cost-effective solutions without compromising quality or integrity.

Responsibilities
Scheduling appointments and meetings, follow up on responses and tracking outstanding action items
Scheduling and booking travel arrangements and itineraries
Drafting and proof-reading correspondence (in and out)
Editing and formatting documents and presentations
Maintaining and organizing files and records
Processing and tracking purchase requests, invoices and submit expenses
Ordering office supplies, swag and other event items
Conducting research and preparing reports on request
Support management of short- and long-term tasks across multiple projects, including timeline maintenance and deadline tracking.
Providing support as needed, preparing agendas, meetings requirements, follow-up on tasks
Cultivate relationships with industry-oriented vendors and service providers, negotiate contracts, and oversee vendor performance to ensure the highest standards of service delivery.
Provide on-site support during events, overseeing setup, registration, participant guidance, and addressing any unforeseen challenges with professionalism and efficiency.
Support cross-functional teams with basic project management tasks and responsibilities.
Provide assistance in various administrative tasks as required, including ad-hoc projects
Foster open, respectful, and professional communication directly within the team as well as with co-workers/ teammates and leaders across the organization.
Performs other duties as assigned.

Qualifications
Associate degree or equivalent preferred.
5+ years of relevant experience required
Proficiency in Microsoft Office Suite, especially Excel, PowerPoint, and Word required
C-Suite level support is required
Communication, organizational, and exceptional time management skills
Ability to work independently and collaboratively in a team environment
Reliability and proactive thinking skills while also handling sensitive information/communication
Positive attitude, attention to detail, and problem-solving skills
Demonstrated integrity in a professional environment

Location
Miami, FL - On Site

Travel
Minimal travel may be required as needed.

Work Environment
This job operates in a remote office environment. This role routinely uses standard office equipment such as laptop computers, smartphones, etc.

Physical Demands
While performing the duties of this job, the employee is frequently required to sit, stand, walk, use hands, and lift up to 20 pounds.

Position Type/ Expected Hours of Work
This is a full-time position. General hours and days of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. some nights and weekends may be required.

Supervisory Experience (Yes Or No)
No