What are the responsibilities and job description for the Executive Assistant position at pro/source <it></it>?
About Us
We are a dynamic, fast-paced staffing organization serving clients across South Florida and beyond. Our leadership team operates with urgency, adaptability, and entrepreneurial energy. We are seeking an Executive Assistant who thrives in a fast-moving environment and can provide high-level support to a CEO whose schedule is demanding, fluid, and often requires proactive coordination.
Position Overview
The Executive Assistant will serve as the primary support partner to the CEO, ensuring day-to-day operations run smoothly and that the CEO remains organized, informed, and accessible. This role requires discretion, initiative, flexibility, and a talent for bringing structure to shifting priorities. The ideal candidate is comfortable navigating ambiguity, managing rapid changes, and independently driving tasks to completion.
Key Responsibilities
- Calendar & Schedule Management: Manage and maintain the CEO’s daily schedule, including meetings, travel, deadlines, and shifting priorities.
- Task Management & Prioritization: Proactively track CEO whereabouts, commitments, and follow-ups to ensure critical responsibilities are met on time. Anticipate needs and take initiative to address issues before escalation.
- Communications Liaison: Serve as a communication liaison between the CEO and internal/external stakeholders.
- Meeting Preparation: Prepare reports, presentations, agendas, and meeting materials as needed.
- Travel Coordination: Coordinate travel arrangements, accommodations, and logistics.
- Confidentiality & Discretion: Maintain confidentiality, professionalism, and discretion at all times.
- Administrative & Operational Support: Assist with office operations, vendor coordination, and project management tasks as required. Support organizational projects, research, documentation, and process improvements.
Required Qualifications
- 5 years of experience as an Executive Assistant, Administrative Manager, or similar role supporting senior leadership.
- Strong organizational skills with the ability to manage multiple competing priorities.
- Excellent written and verbal communication skills with a high attention to detail.
- High level of discretion and sound judgment.
- Proficiency with Microsoft Office Suite, MS Teams, and virtual collaboration tools.
- Comfortable in a fast-paced, sometimes chaotic environment; thrives under pressure.
- Proven ability to support an executive with a highly variable and unpredictable schedule.
- Demonstrated problem-solving and critical-thinking abilities.
- Ability to work onsite in Weston, Florida at least 3 days per week
- (2 days remote optional).
Preferred Qualifications
- 2 years of experience in staffing, recruiting, HR, or agency environment.