Executive Assistant C-suite

We Recruit; Miami (FL); On-site; USD 50,000 - 70,000; Full time

Job summary

A recruitment agency located in Miami, Florida, seeks an experienced Executive Assistant to support C-suite executives. The ideal candidate will have at least 5 years of secretarial experience and must demonstrate strong diplomatic, organizational, and analytical skills. Proficiency in Microsoft Office, excellent communication, and the ability to manage multiple tasks while maintaining confidentiality are essential for this role. The position supports key administrative functions and requires an individual with a positive attitude and a proactive approach to challenges.

Qualifications

• 5 years of related secretarial experience required.
• Must have strong analytical and organizational skills.
• Ability to prioritize workload and multi-task.

Responsibilities

• Greets visitors and coordinates office paperwork.
• Establishes and manages executives' calendars.
• Acts as an advisor, monitors important matters.

Skills

Diplomacy

Discretion

Tact

Organizational skills

Analytical skills

Attention to detail

Keyboarding skills

Communication skills

Education

Associate degree (A.A./A.S.)

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Video/virtual conferencing software

Job description

About the job Executive Assistant C-suite

Position Summary:

Provides diverse and advanced secretarial and administrative primary support for Tier C or D Executives in company. This position supports system-wide activities in support of Executive(s). This position handles complex assignments and information/documents of the highest confidential nature and strategic importance.

Major Responsibilities:

• Greets visitors. Coordinates and processes office administrative paperwork. Utilizes word processing and graphics software to format and generate various materials for meaningful presentation of data including but not limited to correspondence, memos, reports, charts, tables, manuals, minutes of meetings, slides and presentations requiring a high standard of quality.
• Establishes and maintains executives calendar making decisions to schedule meetings, appointments and travel time. Prepares agendas and appropriate documents to ensure efficient management of meeting schedules. Makes travel arrangements as needed for executives and handles arrangements for visits by vendors, board members and other visitors/guests.
• Acts as an advisor to internal and external contacts and makes appropriate decisions. Monitors progress on important matters and follows up to ensure disposition. Answers questions and provides assistance relating to office operations, administrative processes, and established policies and procedures. Interacts with vendors and other executives providing and obtaining information to ensure timely completion of assignments and projects.
• Coordinates specials projects as warranted for support of the executive office (e.g. board meeting, committee meetings, special presentations, departmental policies, events, or reports, database maintenance etc.).
• Utilizes technology and LEAN process improvement tools to standardize work and eliminate waste and improve efficiency. Performs trouble-shooting, provides feedback, and assists in implementing new or revised systems and procedure

Position Qualifications:

Required:

• Associate degree (A.A./A.S.) or equivalent from two-year college.

Experience/Skills

Required:

• Must have 5 years of related secretarial experience.
• Must have excellent skills in diplomacy, discretion, tact, and proper judgment.
• Must have a great attitude with positive approach to people and tasks.
• Strong analytical and organizational skills, with strong business judgement. Strong attention to detail.
• Must have ability to prioritize workload of competing importance and multi-task.
• Must have ability to adhere to an expectation of complete confidentiality on all business matters.
• Must have excellent keyboarding skills and be proficient in Microsoft products (Excel, Word, PowerPoint).
• Advanced technical, computer, and internet skills, including video/virtual conferencing software.
• Must have prior experience managing projects and be confident in handling new tasks.
• Must be able to work independently, as well as working with others in a team environment assisting when necessary.
• Must have excellent communication skills with the ability to network effectively with peers.

We Recruit does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law.
We Recruit encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.