Executive Administrative Assistant

Jobtailor; Miami (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Jobtailor is seeking an Executive Administrative Assistant to support the Executive Vice President of Sales and Industry Relations. The role focuses on high-level administrative tasks, calendar management, travel coordination and preparation of reports.

You will handle confidential information, coordinate meetings and liaise with internal teams, clients, and vendors. Proactive problem solving, detail orientation, and strong MS Office skills are essential.

Qualifications

• Excellent typing and writing skills are required.
• Must have excellent people skills, customer service, and telephone etiquette.
• Must be able to multi-task and prioritize accordingly.
• Detail oriented and possess organizational skills.
• Must have the ability to work independently as well as in a team setting.
• Must have problem solving ability.
• Work well under pressure and with deadlines.
• Ability to work with minimum supervision and flexibility to work long hours and occasionally a few hours on weekends as needed by EVP.
• Excellent verbal and written skills.
• Detailed oriented and excellent organizational skills.
• Social media savvy.
• Computer skills – MS Office applications, MS Word, Excel, Power Point, Internet.
• Prior administrative experience a must.
• Must be able to travel sometimes unexpectedly for a few days at a time.

Responsibilities

• Provide administrative duties for the Executive Vice President of Sales and Industry Relations.
• Prepare reports and financial data, coordinate meetings, travel arrangements and conferences, screening and fielding calls, managing calendars, and working on special projects.
• Deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.
• Independent judgment is required to plan, prioritize, and organize diversified workload, recommending changes in office practices or procedures.
• This individual is efficient and comfortable being a member of a team.
• The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position.
• Assuring a steady completion of workload in a timely manner is key to success in this position.

Skills

Typing skills

Writing skills

Interpersonal skills

Multitasking

Attention to detail

Independent worker

Problem solving

Work under pressure

Social media savvy

Tools

MS Word

MS Excel

MS PowerPoint

Internet

Job description

• Under the direct supervision of the Executive Vice President of Sales and Industry Relations this position provides administrative duties for the Executive Vice President of Sales and Industry Relations and office support for the department.
• In addition to typing, filing, and scheduling, perform duties such as preparing reports and financial data, coordination of meetings, travel arrangements and conferences, screening and fielding calls, managing calendars, and working on special projects.
• This individual requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, outside clients and vendors.
• The Executive Administrative Assistant must be detail oriented, accurate, and able to act autonomously with minimal supervision.
• This position requires a high level of attention to detail and follow-up on action items and tracking/meeting deadlines.
• Professionalism is one of our Values and expected of every employee, and particularly for this role.
• In addition, he/ she is also responsible for answering non-routine correspondence and assembling highly confidential and sensitive information.
• Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.
• Independent judgment is required to plan, prioritize, and organize diversified workload, recommending changes in office practices or procedures.
• This individual is efficient and comfortable being a member of a team.
• The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position.
• The ideal candidate for this job is resourceful, a good problem solver, and organized.
• Assuring a steady completion of workload in a timely manner is key to success in this position.

Requirements

• Excellent typing and writing skills a must.
• Must have excellent people skills, customer service, and telephone etiquette.
• Must be able to multi-task and prioritize accordingly.
• Detail oriented and possess organizational skills.
• Must have the ability to work independently as well as in a team setting.
• Must have problem solving ability.
• Work well under pressure and with deadlines.
• Ability to work with minimum supervision and flexibility to work long hours and occasionally a few hours on weekends as needed by EVP.
• Excellent verbal and written skills
• Detailed oriented and excellent organizational skills.
• Social media savvy
• Computer skills – MS Office applications, MS Word, Excel, Power Point, Internet
• Prior administrative experience a must.
• Must be able to travel sometimes unexpectedly for a few days at a time.

Core Competencies

Demonstrates strong organizational and multitasking abilities while providing comprehensive administrative support to executives. Proficient in managing complex schedules, preparing reports, and maintaining professionalism in diverse interactions.

Highest-signal resume keywords

• Excellent Typing Skills
• Organizational Skills
• Problem Solving Ability
• MS Office Applications
• Customer Service Skills

ATS Optimization Keywords

Hard Skills

• Typing
• Report Preparation
• Financial Data Management
• Calendar Management
• Internet Research

Soft Skills

• Interpersonal Skills
• Flexibility
• Attention to Detail
• Team Collaboration
• Ability to Work Under Pressure

Industry Keywords

• Administrative Support
• Executive Assistance
• Confidential Information Management
• Meeting Coordination
• Travel Arrangements

Tools & Technologies

• MS Word
• MS Excel
• MS PowerPoint
• Social Media