Administrative Assistant

Brandstar; Deerfield Beach (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

BrandStar is seeking an experienced Administrative Assistant to provide high-level administrative and project coordination support to two executives. This in-office role rewards proactive, organized individuals who can manage calendars, prepare materials, and keep multiple initiatives moving forward.

The ideal candidate will own follow-through, coordinate meetings with department heads and vendors, handle confidential information, and balance executive support with light project work across

Qualifications

• Bachelor’s degree or equivalent in business/related field.
• 3+ years of experience providing executive-level support preferred.
• Strong calendar management and meeting coordination required.
• Excellent verbal and written communication skills.
• Impeccable organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Proficient MS Office skills, including PowerPoint, Excel, and Word.

Responsibilities

• Manage and coordinate calendars, including scheduling, rescheduling, prioritizing, and resolving conflicts.
• Coordinate meetings involving executives, department heads, clients, partners, vendors, and external contacts.
• Provide relevant information, agendas, and materials ahead of meetings.
• Monitor upcoming commitments and prepare follow-up tasks.
• Prepare agendas, presentations, reports, and other documents as needed.
• Maintain organized records of action items and commitments.
• Follow up to ensure assignments are completed on time.
• Communicate changes in priority or deadlines to stakeholders.

Skills

Calendar management

Communication skills

Organization

Meeting coordination

Proactive mindset

MS Office suite

Education

Bachelor’s degree or equivalent in business/related field

Tools

Outlook

MS Office

Calendar software

Job description

BrandStar is a multi-company organization operating across media, television production, marketing, and related businesses. Our teams are entrepreneurial, fast-moving, and highly collaborative, with employees frequently working across departments and business units to accomplish shared goals.

We are seeking an experienced Administrative Assistant to provide high-level administrative and project coordinator support. This is an ideal opportunity for someone who is highly organized, proactive, resourceful, and comfortable working with individuals at all levels of an organization.

The Administrative Assistant will assist with a variety of administrative tasks to support the revenue goals of the organization. This in-office opportunity is a growth opportunity for candidates who possess good administrative skills, are proactive with a curiosity to learn, master tasks accurately and efficiently, and like the culture of small or medium sized businesses where one may wear multiple hats at times.

ABOUT THE ROLE

This is much more than a traditional administrative assistant position. This is a trusted extension of two executives, helping them stay organized, prepared, and focused while ensuring that commitments and projects move forward.

The ideal candidate is someone who does not simply take notes or schedule meetings - they own the follow-through. You will track action items, coordinate with department heads, employees, vendors, and other stakeholders, anticipate what is needed before meetings, and make sure important tasks do not fall through the cracks.

You will manage multiple priorities simultaneously and need to be comfortable shifting between executive support, project coordination, research, communication, and follow-up throughout the day.

Key Responsibilities:

• Manage and coordinate calendars, including scheduling, rescheduling, prioritizing, and resolving conflicts.
• Coordinate meetings involving executives, department heads, clients, business partners, vendors, and other external contacts.
• Ensure executives have the appropriate information, materials, agendas, background, and other preparation needed before meetings.
• Monitor upcoming commitments and proactively identify items requiring preparation or follow-up.
• Help prioritize competing demands and ensure important deadlines and commitments remain visible.
• Prepare meeting agendas, supporting materials, presentations, reports, and other documents as needed.
• Handle confidential and sensitive information with discretion and professionalism.
• Attend meetings as appropriate to capture key decisions, action items, responsibilities, and deadlines.
• Maintain organized records of action items and commitments.
• Follow up with responsible parties to ensure assignments are completed on time.
• Proactively communicate when deadlines are approaching, priorities have changed, or additional information is needed.
• Keep projects moving by identifying next steps, communicating deadlines, and following up with responsible parties.
• Track deliverables and elevate delays or issues when appropriate.
• Adapt quickly as priorities change and new projects arise.
• Serve as a professional point of contact on behalf of the executives.
• Communicate professionally with employees at all levels, from entry-level staff through senior leadership.
• Build positive working relationship across departments and business units.
• Ensure information is communicated accurately and timely to appropriate individuals.
• Coordinate travel, meetings, events, and other related logistics as needed.
• Manage scheduling for front desk coverage and participate in the rotation.

WHO WE ARE

BrandStar is a fully integrated multi-media, digital video, and television production facility. We are experts in connecting PEOPLE with BRANDS to do LIFE better by way of delivering current and strategically relevant brand content that inspires, educates and enhances the lives of our viewers and media audiences.

Experience and Skills

• Bachelor’s degree or equivalent experience in business administration required.
• Minimum of 3 years experience providing executive level support, preferably supporting more than one manager simultaneously.
• Demonstrated experience managing complex calendars and coordinating meetings.
• Strong verbal and written communication skills.
• Proven organizational skills and impeccable attention to detail.
• Excellent time management skills with proven ability to meet deadlines.
• Ability to manage multiple projects and priorities simultaneously. Experience coordinating projects involving multiple departments or business units a plus.
• A high degree of professionalism in dealing with varied groups of people, including all levels of employees and management, clients, and vendors.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround, and to switch gears at a moment’s notice.
• Self-directed, goal-oriented and flexible, enjoying working in a fast-paced and at times challenging environment.
• Possess a positive, team-player, 'Whatever It Takes' attitude.
• A high level of proficiency with MS Office Suite - Intermediate to advanced level user of Microsoft PowerPoint, Excel, and Word. Previous experience managing others’ calendars and/or email via Outlook.
• Solid knowledge base of office administration, clerical procedures, and recordkeeping systems.

Are you legally authorized to work for any employer in the United States? *

• Yes
• No

Have you ever been dismissed or asked to resign from a position? *

• Yes
• No

Have you ever been convicted of or entered into a plea agreement for a felony or misdemeanor? (This does not necessarily disqualify an application for employment.) *

• Yes
• No

Do you now, or will you in the future, require immigration sponsorship to work within the United States? *

• Yes
• No

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IMPORTANT: APPLICANTS PLEASE READ

Qualified applicants are considered for employment, and employees are treated during employment without regard to race, color, religion, national origin, citizenship, age, sex, marital status, ancestry, physical or mental disability, veteran status or sexual orientation. Solely to help us comply with federal and state Equal Opportunity record keeping, reporting, and other legal requirements, we request that you complete this data information questionnaire.

PLEASE NOTE: Refusal to complete this information will not subject any applicant or employee to adverse treatment. The information that you provide will be recorded and maintained in a confidential file, separate from all other records. This information will not be used in consideration for your employment.

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• Female
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• Two or More Races (Not Hispanic or Latino) - All persons who identify with more than one of the above five race categories.
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• Disabled veterans;
• Recently separated veterans;
• Active duty wartime or campaign badge veterans;
• Armed Forces service medal veterans.

A "disabled veteran" is one of the following:

• A veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs;
• A person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.

Protected veterans may have additional rights under USERRA - the Uniformed Services Employment and Reemployment Rights Act. In particular, if you were absent from employment in order to perform service in the uniformed service, you may be entitled to be reemployed by your employer in the position you would have obtained with reasonable certainty if not for the absence due to service.

• I identify as one or more of the classifications of protected Veteran listed above
• I am not a protected Veteran
• I decline to disclose my Veteran status