Executive Assistant

Executive Assistant To The CEO And Chief Strategy Officer

The Executive Assistant to the CEO and Chief Strategy Officer serves as a trusted partner to two senior executives, providing exceptional executive support, operational coordination, and administrative leadership. This role ensures efficient operations by managing complex priorities, facilitating communication, coordinating executive activities, and anticipating the evolving needs of organizational leadership. The ideal candidate is highly proactive, exercises exceptional judgment, and thrives in a fast-paced, high-accountability environment.

Responsibilities

• Manage the day-to-day operations of principals' offices, ensuring schedules, meetings, and administrative activities are coordinated and executed seamlessly.
• Manage complex calendars, including scheduling meetings, travel, and events across multiple time zones.
• Coordinate travel and logistics for business trips, including booking transportation, lodging, on-the-ground support and preparing detailed itineraries.
• Partner with Chief of Staff to the CEO, team members, and administrative staff to ensure operational alignment across departments.
• Provide responsive support to executives, including occasional after-hours and weekend assistance for time-sensitive or business-critical matters.
• Serve as a reliable and consistent point of contact for both internal teams and external partners.
• Anticipate the needs of the executives and proactively address potential issues or roadblocks.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.

Meeting and Event Management

• Coordinate end-to-end logistics for internal meetings, events, and leadership offsites including any transportation, group lodging, group catering/meals, meeting requirements, and run of shows.
• Prepare briefing materials, agendas, and follow-ups for meetings and presentations.
• Track meeting outcomes and support the timely completion of follow-up actions.
• Partner with relevant Stagwell agencies to align and execute assets and production needs.

Administrative Operations

• Maintain files, documentation, and key reference materials for executive use.
• Support and manage special projects, strategic initiatives, and deadlines as directed by the executives.
• Screen and prioritize emails, phone calls, and other communications.
• Handle expense reports and reimbursements with accuracy and timeliness.

Miami Office Management

• Manage the Miami office, ensuring a well-organized, efficient, and welcoming environment.
• Build and refine administrative processes and systems to bring structure to workflows.
• Oversee office-related vendors, supply ordering, and facilities needs.

Success Measures

• An executive calendar that reflects thoughtful prioritization and minimal scheduling conflicts.
• Accurate, timely, and well-coordinated travel and meeting logistics.
• Strong partnership and communication with Chief of Staff to the CEO.

Qualifications

• Proven ability to manage multiple priorities in a fast-paced, high-pressure environment.
• Exceptional organizational skills and attention to detail.
• Event planning and coordination abilities.
• High level of discretion, professionalism, and emotional intelligence.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms.
• Bachelor's degree preferred.

Compensation

In order to comply with equal pay and salary transparency laws in various locations, we believe the target range of base compensation for this role is $80,000-$100,000. Actual compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, and location. In addition to medical, dental and vision coverage, we offer a generous PTO plan, 401k program, comprehensive family planning benefits (including paid parental leave), tuition reimbursement, and pre-tax commuter benefits. Benefits/perks may vary depending on the nature of your employment with Stagwell and the location where you work.