Executive Assistant and Office Administrator

Provides comprehensive administrative support to a member of the C-suite or an assigned Executive Vice President (EVP) or Senior Vice President (SVP). Serves as a key liaison between the executive and internal or external stakeholders. This position is responsible for managing schedules, communications, and special projects, ensuring efficient office operations, and upholding confidentiality and professionalism at all times.

Duties And Responsibilities Include

• Provide administrative support to a C-suite executive, EVP, or SVP as assigned.
• Greet and assist visitors, vendors, executives, and regulators, addressing or directing needs as required.
• Provide support to executive(s), teams, departments, Board Members, and guests as needed.
• Coordinate travel arrangements - airline and hotel reservations as requested.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Prioritize emails and respond when necessary
• Maintain various records and documents for the company executive(s) as requested.
• Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries when requested.
• Complete a variety of special projects, including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Receive, review, and prioritize correspondence for the Executive Office and direct matters to appropriate units.
• Serve as gatekeeper for the assigned C-suite executive, EVP, or SVP, facilitating communication with stakeholders.
• Manage and expedite market team tasks, channel phone calls, and requests appropriately.
• Plan and coordinate events within budget, including meetings and special functions.
• Liaise with the Board and Senior Officers when needed.
• Support the Senior Executive Administrative Assistant with meetings, materials distribution, travel, and reporting.
• Distribute correspondence, prioritize tasks, and ensure project follow-through.
• Oversee daily building operations, supply management, workspace organization, and service coordination with building management.
• Coordinate physical security access reviews and building-wide decluttering efforts.
• Review and process invoices and payments related to cafeteria, meeting, and event expenses and prepare check requests
• Onboarding for vendors
• Handle confidential matters with discretion
• Maintain Command Center readiness for disaster recovery in the absence of the Team Leader.
• Complete compliance training related to BSA, USA Patriot Act, OFAC, AML, and internal risk policies.
  
  

Minimum Education And/or Certifications Requirements

• High school diploma or GED required. College degree preferred.
  
  

Minimum Work Experience Requirements

• Five years of experience as an Executive Administrative Assistant
  
  

Technical And/or Other Essential Knowledge

• Excellent organizational and interpersonal skills.
• Proficient using the Microsoft Office Product Suite including Outlook, MS Teams, MS Word, MS Excel and MS PowerPoint.
  
  

This position is fully on-site in West Palm Beach, not hybrid or remote eligible.