Administrative Assistant

Xceedance; Fort Lauderdale (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading insurance company in Fort Lauderdale is seeking an experienced Administrative Assistant to support the CEO. This role requires strong organizational skills and the ability to handle confidential information while managing complex schedules and communications. Ideal candidates will have 5-8 years of experience and a degree, bringing expertise in Office 365 and exceptional customer service abilities.

Qualifications

• 5-8 years of relevant work experience in a fast-paced environment.
• Experience as an administrative assistant or similar role for senior executive.

Responsibilities

• Manage complex calendars and coordinate travel.
• Prepare meetings by organizing agendas and documentation.
• Triage mail and ensure clear communication.
• Reconcile expense reports and maintain office supplies.
• Provide general support to visitors.

Skills

Organizational skills

Time-management skills

Expert in Office 365 suite and Teams

Customer-service skills

Communication skills

Education

Associate or Bachelor's degree

Job description

Administrative Assistant role will provide comprehensive support to the CEO, serving as the primary point of contact for the CEO's office. The position is located onsite in Fort Lauderdale, Florida. It requires a highly motivated, proactive individual who can manage administrative tasks with minimal direction, maintain confidentiality, and facilitate smooth communication channels between the CEO and stakeholders.

Key Objectives and Major Responsibilities

• Manage complex calendars, prioritize meetings, and coordinate domestic and international travel.
• Prepare the executive for meetings by organizing agendas, briefing materials, and key documentation while managing sensitive communications.
• Triage incoming and outgoing mail and serve as a liaison between the executive and internal/external stakeholders to ensure clear and timely communication.
• Submit and reconcile expense reports.
• Aide in completing forms and obtaining signatures on documents.
• Maintain the office space and supplies.
• Provide general support to visitors.
• Other duties as assigned.

Key Capabilities and Competencies

• Ability to work independently with minimal supervision and anticipate CEO/visitor needs.
• Strong organizational and time‑management skills, with the ability to prioritize tasks effectively across time zones.
• Expert level skills with Office 365 suite and Teams.
• Ability to juggle multiple tasks with competing priorities while maintaining professionalism and discretion.
• Exceptional customer‑service skills, both over the phone and in person.
• Keen sense of urgency.
• Discretion when working with confidential information / documents.
• Excellent written and verbal communication skills, with the proven ability to communicate at all levels of the organization.

Qualification and Experience

• Experience working as an administrative assistant or similar role for a senior executive.
• 5‑8 years of relevant work experience within a fast‑paced, high‑growth environment.
• Associate or Bachelor's degree required.

Seniority level

• Mid‑Senior level

Employment type

• Full‑time

Job function

• Administrative
• Insurance