Administrative Assistant / Personal Assistant (Boca)

Black Dragon Capital; South Palm Beach (FL); Hybrid; USD 65,000 - 105,000; Full time

Benefits offered by this job

Hybrid work model

Car required for in-office days

Job summary

Black Dragon Capital is seeking an Administrative Assistant / Personal Assistant based in Boca, FL. This role supports the Founder/CEO and backups the EA, managing calendars, travel, and sensitive schedules.

Ideal candidate has 5+ years in senior admin roles, excellent communication, and strong Office365 skills. Hybrid schedule requires at least 2 in-office days and occasional travel for events.

Qualifications

• Bachelor's degree in business administration or finance required or preferred.
• 5+ years of Executive Assistant/Personal Assistant experience.
• Strong written and verbal communication with high attention to detail.

Responsibilities

• Manage CEO calendar, coordinate meetings, and update schedule.
• Arrange complex travel plans and itineraries for CEO.
• Anticipate CEO needs and plan proactively.
• Prepare and submit CEO expense reports and keep receipts.
• Create and format Office365 documents (Word/PowerPoint/Excel).
• Research and follow up on incoming issues for the team.
• Handle personal tasks (doctor appointments, family activities, gifts).
• Serve as administrative liaison to colleagues and clients.

Skills

Calendar management

Travel planning

Executive support

Outlook calendar

Office365

Proactive communication

Independent work

5+ years experience

Education

Bachelor's degree in business administration or finance

Tools

Microsoft Word

PowerPoint

Excel

Job description

Administrative Assistant / Personal Assistant (Boca)

South Palm Beach, Florida, United States

Job Openings Administrative Assistant / Personal Assistant (Boca)

About the job Administrative Assistant / Personal Assistant (Boca)

POSITION OVERVIEW:

This position provides support to the Black Dragon Capital Founder and CEO and provides back-up support to the CEO Executive Assistant (EA) by handling a variety of task from managing an extremely active calendar of appoints and arranging complex and detailed travel plans, itineraries and agendas. Additional responsibilities vary and include, but are not limited to, arranging personal tasks and activities. We are an operationally led firm and culture that applies our unique operational knowledge into how we operate the firm and manage our investments. What sets us apart is that the same entrepreneurial spirit and energy that made us successful in an operational role should translate to building a different kind of investment firm.

ABOUT YOU:

You've been an assistant to a senior leader of a company, so you're comfortable working in a dynamic, fast-paced environment. Youve had to make tough judgment calls in a variety of situations and are able to quickly understand your CEOs needs and preferences well enough to comfortably make decisions autonomously and anticipate how to provide support. You're a forward-looking thinker, who actively seeks opportunities, proactively proposes solutions, and consistently meets deadlines. You're a resourceful team-player but also enjoy working independently at times. You have a high attention to detail, accuracy and have a strong and extensive background in planning multiple travel arrangements, with the ability to provide detailed and accurate itineraries to the CEO. You like being committed to a team and understand that this requires a level of effort that comes with the role. While we work hard and strive for performance, we understand that we control our time through our preparation and attention to detail. This role requires 24/7 availability even though it often wont be needed.

RESPONSIBILITIES:

• Assist with calendar management for the CEO. Keeping the CEO updated on upcoming meetings, events or changes to his schedule.
• Travel Arrangements: Work with the EA to the CEO and Director of Special Projects on flights and hotels to sorting out ground transport, airport clue meeting room bookings and facilitating, ensure CEO has complete and updated itinerary prior to travel, continue to monitor travel arrangements for last minute changes ensuring CEO is updated to all changes.
• Anticipate Needs and Preferences: Work with the Executive Assistants who have the exceptional ability to anticipate the needs and preferences of the CEO. This means not constantly relying on him for direction but having the foresight to predict and plan.
• Supporting the Executive Assistant in completing expense reports on behalf of the CEO and obtaining, maintaining and keeping track of all receipts for CEOs as needed.
• Assist in preparation of Microsoft Office365 based deliverables, including processing changes and final format of various documents in Word, PowerPoint, and Excel.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the team.
• Personal efficiency tasks may include, but are not limited to setting up doctor appointments, coordinating family activities, gift coordination, and flight check-ins.
• Serve as the administrative liaison to others in the Company and with clients.

REQUIREMENTS:

• Available 24x7 even though it often wont be needed.
• Ability to meet in person at least once a week for calendar review meetings, document signings or in person assistance.
• Bachelors degree in business administration or finance, preferred.
• Excellent written and oral communications skills with a keen eye for detail.
• Ability to work independently and prioritize accordingly to effectively manage multiple projects, deadlines and travel arrangements.
• Highly tech savvy and exceptional in Microsoft Office365.
• Highly proficient with the online calendar of an executive and using Microsoft Outlook.
• Must be willing to travel to conferences, business events and other industry events as needed for event support.
• Must have at least 5 years of Executive Assistant, Financial Analyst Admin Assistant, or Virtual Assistant experience in a fast-paced environment.

Location: Hybrid - Min 2 days in office - must have a car and be flexible on in office days.