Executive Assistant

Titan America; Deerfield Beach (FL); On-site; USD 80,000 - 105,000; Full time

Job summary

Titan America is seeking an Executive Assistant to support the Leadership Team in the Florida Business Unit, based in Deerfield Beach. The role focuses on managing complex administrative tasks, coordinating calendars, and ensuring executives can focus on strategic priorities and performance.

A strong sense of discretion and proactive coordination are essential. The successful candidate will demonstrate experience supporting senior leaders, coordinating travel across time zones, and maintaining

Qualifications

• 7+ years of experience providing high-level administrative support to senior executives in a fast-paced environment.
• Proficient in Microsoft Office (Outlook, Word, PowerPoint, Excel) and preparing executive-level documents and presentations.
• Experience coordinating travel and schedules across multiple time zones.
• Strong written and verbal communication with meticulous attention to detail.

Responsibilities

• Optimize executive time by managing complex calendars for Leadership Team members, prioritizing meetings, resolving conflicts, and anticipating scheduling needs.
• Plan meetings, offsites, strategy sessions, and enterprise events; prepare materials and logistics to ensure structured, outcomes-focused sessions.

Skills

Calendar management

Travel coordination

Executive communication

Stakeholder management

Discretion & professionalism

Problem solving

Organizational skills

Tools

Microsoft Office

Job description

Executive Assistant to the Leadership Team

Reports to: President TA – Florida Business Unit

Job Overview

The Executive Assistant plays a critical role in enabling Titan America’s most senior leaders to operate at the highest level of effectiveness. This role is responsible for managing complex administrative, coordination, and communication activities that allow executives to focus their time and energy on strategic priorities, business performance, and organizational leadership.

An ideal candidate demonstrates an understanding of executive team dynamics, anticipates requirements, proactively addresses challenges, and efficiently coordinates competing priorities among the executive team.

Key Responsibilities

Executive Support

• Optimize the effective use of executive time by managing complex, high‑volume calendars for the selected members of the Leadership Team (CEO, Florida Business President, CHRO) including prioritizing meetings, resolving conflicts, and anticipating scheduling needs.


• Partner closely with executives to plan meetings, executive offsites, strategy sessions, and key enterprise events; proactively prepare materials and logistics to ensure meetings are well‑structured and outcomes‑focused. Track executive follow‑ups, action items, and recurring activities to ensure commitments are executed and deadlines are met.


• Coordinate domestic and international travel arrangements, including multi‑time zone itineraries, and prepare and monitor expense reports to ensure timely submission and reimbursement.


• Manage day‑to‑day coordination with external vendors (e.g., travel partners, hotels, meeting venues) in partnership with Procurement and other internal stakeholders.


• Coordinate logistics for key leadership meetings, strategic planning sessions, board‑related activities, town halls, and enterprise events that support business alignment and teammate engagement.


• Maintain and manage the corporate calendar, ensuring enterprise‑level visibility, alignment across functions, and timely communication of key events.


• Maintain organized systems for information storage, document management, and executive reference materials.


• Handle all confidential, sensitive, and strategic information with the highest level of discretion, integrity, and professionalism.


• Exercise sound judgment when dealing with internal and external stakeholders and represent the executive office with tact, credibility, and diplomacy.


• Support office management at Deerfield Beach location and enterprise administrative initiatives as needed.

Qualifications & Experience

• Minimum of 7 years of experience providing high‑level administrative support to senior executives in a complex, fast‑paced organization.


• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel); strong capability in preparing executive‑level presentations and documents.


• Demonstrated experience coordinating travel and schedules across multiple time zones.


• Strong critical thinking, problem‑solving, and anticipatory skills with the ability to proactively identify and address issues.


• Exceptional organizational skills with the ability to independently prioritize and manage multiple competing demands.


• Strong written and verbal communication skills, including outstanding proofreading and attention to detail.


• Proven ability to handle confidential information with discretion and professionalism.