Executive Assistant

Bluewater Media; Clearwater (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Bluewater Media is seeking an Executive Assistant to support the Chief of Staff. The role requires initiative, independence, and discretion handling confidential matters.

You will manage complex calendars and travel, prepare communications, and coordinate with other assistants and HR/Legal tasks as needed. Strong MS Office skills and a proactive attitude are essential for success in a fast-paced environment.

Qualifications

• Advanced Word, Excel and PowerPoint skills.
• Outstanding administrative and organization skills.
• Detail oriented and able to prioritize and multitask.
• Demonstrates strong ownership evident through responsibility and accountability for end product.
• Strong professional telephone presence.
• Strong typing and proofreading skills.
• Computer literate; strong email and calendaring skills required.
• Excellent interpersonal skills; possesses a positive attitude.
• Able to work efficiently in a fast paced, deadline-driven environment; overtime on short notice.

Responsibilities

• Manages the Chief of Staff’s calendar, travel and calls.
• Composes and prepares confidential correspondence.
• Arranges detailed travel plans and meetings.
• Ensures Chief of Staff’s schedule is followed and respected.
• Acts as gatekeeper for access to the Chief of Staff.
• Performs follow-ups to keep business moving forward.
• Prepare PowerPoint presentations and Excel charts as needed.
• Keeps Chief of Staff informed of upcoming commitments.

Skills

Detail-oriented

Multitasking

Ownership & accountability

Interpersonal skills

Excellent communication

Professional telephone presence

Discretion

Time management

Education

Paralegal degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Job Description

Job Description

Executive Assistant

The Executive Assistant provides support primarily to the Chief of Staff. The Executive Assistant must have the initiative, ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Job Responsibilities / Functions:

• Manages the Chief of Staff’s extremely active calendar of meetings, travel and calls
• Composes and prepares correspondence, including those of a confidential nature
• Arranges detailed travel plans, itineraries, and agendas; and compiles documents for travel-related meetings.
• Plans, coordinates and ensures the Chief of Staff’s schedule is followed and respected.
• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Chief of Staff’s time and office.
• Strong follow up skills including but not limited to personal and team task follow up to keep business moving forward
• MUST possess strong business savvy skills, including the ability to prepare PowerPoint presentations, Excel charts, type/format Word documents, etc. as needed
• Works closely and effectively with the Chief of Staff to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Chief of Staff updated.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Works with and coordinates with other Executive Assistants
• Assists the HR and Legal documents and elements
• Additional ad hoc responsibilities and tasks as assigned

Job Requirements:

• Advanced Word, Excel and PowerPoint skills
• Outstanding administrative and organization skills
• Detail oriented and able to prioritize and multitask
• Demonstrates strong ownership evident through responsibility and accountability for end product
• Strong professional telephone presence
• Strong typing and proofreading skills
• Computer literate; strong email and calendaring skills required
• Excellent interpersonal skills; possesses a positive attitude
• Able to work efficiently and effectively in a fast paced, deadline-driven, high pressure environment; flexible to work overtime on short notice
• Excellent professional standards, judgment, and discretion when dealing with sensitive information
• Outstanding communication skills, both oral and written
• Paralegal degree is a plus