Executive Assistant

Zimmerman Advertising; Fort Lauderdale (FL); On-site; USD 60,000 - 95,000; Full time

Job summary

Zimmerman Advertising seeks an highly experienced Executive Assistant to support the Founder & Chairman in professional and personal needs. You will own the calendar, coordinate complex travel, prepare executive briefings, and act as a trusted extension for internal and external stakeholders.

Responsibilities include gatekeeping, managing multiple tasks, and providing after-hours support. This role requires 10+ years of EA experience and strong MS Office proficiency to maintain a professional

Qualifications

• 10+ years of experience as an Executive Assistant.
• Proficiency in MS Word, Excel, PowerPoint and Outlook; ability to learn new systems.
• Strong multitasking, attention to detail, and a sense of urgency.
• Ability to communicate effectively with all levels of an organization.
• Comfortable working with a direct personality and high-pressure situations.

Responsibilities

• Own and manage the founder's calendar, travel, meetings, and day-to-day rhythm.
• Prepare executive briefings with background and objectives prior to meetings.
• Coordinate conference rooms, catering, and meeting logistics.
• Serve as gatekeeper to protect the principal's time.
• Handle multiple projects; be available before and after hours as needed.
• Support domestic and international travel logistics; assist with private aircraft arrangements.
• Participate in board meetings and executive calls; capture notes and follow-up actions.
• Maintain filing systems and handle correspondence; ensure a clean, professional environment.

Skills

Calendar management

Travel coordination

Executive communication

Multitasking

Attention to detail

Urgency & delivery

Interpersonal skills

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Job description

To assist the Founder & Chairman in all professional and personal capacities as needed and requested. The Executive Assistant will act as a back-up to the Business Manager.

Responsibilities:

The primary role of this position is to assist in all professional and personal areas necessary to facilitate and coordinate the needs for the Founder & Chairman; always projecting a professional image. The successful candidate will take ownership of the principal’s calendar, travel, meetings, priorities, and day-to-day operating rhythm while serving as a trusted extension of the principal with internal and external stakeholders.

General Duties:

• Own and proactively manage an extremely dynamic, fluid, and ever-changing calendar
• Prepare Founder & Chairman with executive briefings in advance of meetings, including relevant background, attendee information, prior discussions, key objectives, outstanding issues, and anticipated discussion points
• Coordinate and prepare conference rooms meetings, including room setup, technology, materials, attendee lists, catering and refreshments, seating arrangements, and any other meeting-specific requirements
• Serve as a thoughtful gatekeeper of the principals' time, ensuring requests are properly vetted and considered
• Handle multiple projects and tasks
• Be available before and after hours for phone calls – 24/7 mentality
• Partner with the Business Manager on complex domestic and international travel.
• Support logistics involving the family's private aircraft as well as commercial aviation.
• Participate in board meetings and executive calls, capturing and preparing clear, concise notes, key decisions, action items, and follow-up items for the Founder & Chairman.Maintain and update electronic database
• Maintain the current filing system - offering new solutions to streamline
• Handle correspondence and applicable communication
• Upon arrival and before leaving, must maintain professional and clean working environment
• Maintain close communication with all necessary associates on all issues that impact the Founder & Chairman

Requirements

• Must have 10+ years of experience as an Executive Assistant
• Must be computer literate with proficiency in MS Word, MS Excel, MS PowerPoint, MS Outlook/Express, with the ability to learn new computer systems.
• Proven ability to manage multiple tasks while working independently
• Strong attention to detail
• A strong sense of urgency and commitment to get the job done quickly and with high quality
• Comfortable working with a strong and direct personality
• Able to maintain composure in high-pressure situations
• The ability to communicate, both written and verbal, with people at all levels of an organization