Executive Assistant

CONFIDENTIAL EA:

A high-profile professional Mrs. is seeking an Executive Assistant who will provide advanced business, administrative, and personal support.

Salary: up to $250k

Bonus: Discretionary

Benefits: will be through family office

Location: Miami Beach

Travel: Yes at times (domestic)

Years of experience: Around 8-12

The ideal candidate has extensive experience supporting high-profile or C-suite level executives. The role requires excellent communication and organizational skills, the ability to multitask and switch between priorities. It is imperative to have a positive outlook and “can do attitude”, no task is too big or too small”. Efficient and effective communication is critical to the success of working with the Principal, her family and executive team. The ability to prioritize tasks, manage confidential information, and pivot quickly between competing priorities is required. An organized and analytical thinker, strong communicator, and collaborator will do well in this role. A successful candidate will also demonstrate strong problem-solving skills, confidence, foresight in anticipating questions, a deep understanding of the Principal's expectations, and the capacity to learn her style effectively.

Responsibilities:

• Arrange, confirm, and manage detailed calendars for both business and personal engagements, coordinate logistics, schedule meetings, appointments, speaking engagements, travel arrangements and coordinate staff and family schedules as a result of calendar commitments.

• Manage email communication, prioritize messages, corresponding on behalf of the Principal, provide daily email summaries, and ensure timely communication regarding time-sensitive and priority matters, facilitate necessary follow-up actions.

• Act as a liaison between the Principal's office and external parties, handle phone calls, visitors, inquiries, and messages with tact and diplomacy, ensure punctuality for appointments.

• Maintain contact directories, compose routine correspondence, and schedule departmental meetings, prepare agendas and materials as needed.

• Maintain filing systems, attend meetings to take notes, and prepare draft minutes and summaries.

• Coordinate tasks with internal stakeholders related to the Principal, ensuring alignment within and outside the office, keeping all parties informed of updates or changes.

• Provide coordination, monitoring, and communication support for projects and programs related to the Principal

• Anticipate the Principal's needs and liaise with internal and external stakeholders to ensure smooth day-to-day operations.

• Undertake special projects as assigned.

• Provide broad administrative support, encompassing tasks such as making coffee, arranging meals, printing, faxing, maintaining files, preparing reports, expense reports and summaries.

Qualifications:

• Excellent calendar management skills, including coordination of meetings/calls/events

• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook

• Ability to work independently, high attention to detail and strong organizational skills

• Embody the art of multi-tasking effectively

• Self-starter attitude with excellent anticipation skills, problem-solving and follow up

Key to day:

• Summary per day of all emails that come through the Mrs. email account which will naturally create to dos like booking meetings, coordinating with Mr. and his executive team regarding logistics, coordinating weekend events like sports, flying, the kids in general
• TONS OF LOGISITICS AND CALENDAR MANAGEMENT
• TONS OF PROBLEM SOLVING
• Helping to pack the Mrs. when she travels
• Needs to be able to represent the Mrs. well when trying to problem solve

Key Attributes:

• Not afraid to step in and assert themselves when necessary
• Not just a "yes" person
• Double and triple check on things to make sure all is smooth logistically
• Understand confidentiality and how to prioritize
• Not afraid to ask questions
• Able to not second guess and really navigate complicated situations
• Excellent communicator