Executive Assistant to the CEO

Helios-Technologies-5; Sarasota (FL); Presencial; USD 60.000 - 85.000; Jornada completa

Descripción de la vacante

Helios Technologies seeks an experienced Executive Assistant to support the CEO and CFO, ensuring smooth corporate operations and effective Board communications. The role combines calendar management, travel planning, document preparation, and cross-functional project coordination in a fast-paced office environment.

You will streamline processes, maintain discretion with confidential information, and help orchestrate quarterly leadership events and meeting logistics across departments.

Formación

• 5+ years of experience as an Executive Assistant in a corporate setting.
• Proven experience with Board of Directors communication.
• Experience managing calendars, travel, and expense reports for executives.
• Strong proficiency in Microsoft Office, especially PowerPoint.
• Ability to handle confidential information with discretion.

Responsabilidades

• Act as primary point of contact between CEO and stakeholders.
• Manage CEO and CFO calendar, meetings, travel, and expenses.
• Prepare meeting materials and coordinate Board meetings.
• Oversee high-priority projects and leadership meeting logistics.
• Maintain office operations and confidentiality.

Conocimientos

Organizational skills

Attention to detail

Communication skills

Multitasking

Interpersonal skills

Problem-solving

Herramientas

Microsoft Office

PowerPoint

Excel

Word

Descripción del empleo

The Executive Assistant to the CEO is a dynamic, multi-faceted role that supports the CEO and ensures the efficient functioning of the Helios Technologies corporate office. This role provides detailed administrative support through the performance of tasks to ensure smooth operations, allowing the CEO to focus on strategic priorities. This role requires a combination of project management, administration, office management, and Board of Directors communication/collaboration.Duties/Responsibilities:Executive SupportAct as the primary point of contact between the CEO and internal/external stakeholdersManage the CEO's & CFO’s calendar, schedule, and appointmentsCoordinate the CEO’s & CFO’s travel arrangements and expense reportsManage documents, including the preparation and organization of materials for meetings, ensuring the CEO & CFO are well-prepared for all engagementsBoard of Directors LiaisonCoordinate Board meetings, including agenda preparation, distribution of materials, travel arrangements, and meeting logisticsArrange meeting room spaces to ensure comfortable setting for various Board meetings throughout the yearFacilitate communication between the CEO and Board members, ensuring timely and accurate information flowCommunication and CoordinationFacilitate effective communication within the executive team, across departments, and with the Board of DirectorsDraft, review, and edit correspondence, presentations, and reports on behalf of the CEOCoordinate and follow up on action items resulting from meetingsProject ManagementOversee and manage key projects on behalf of the CEO, ensuring timely completionWork with various departments to align project goals with overall organizational objectivesOrganize quarterly leadership meeting logistics and agenda itemsOffice Management & Clerical WorkOptimize the day-to-day operations of the Helios office through the restocking of supplies, scheduling facility and equipment maintenance, coordinating food & beverage, light cleaning, and coordination of office servicesAnswering phones and directing callsSorting mail and responding to routine e-mailsFoster a positive and collaborative working environmentArrange office furniture and tidy meeting rooms to accommodate an orderly and conducive work environmentConfidentiality and DiscretionHandle sensitive information with utmost confidentiality and discretionManage confidential projects and information in a secure mannerRequired Skills/Abilities:Operates with an extreme sense of organization and professionalismMeticulously detail-oriented and committed to delivering high-quality workAbility to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectivelyUnderstands confidentiality demonstrating an ability to handle sensitive informationPossess strong communication with excellent written and verbal skillsStrong interpersonal skills and the ability to build relationships at all levelsProactive and resourceful in addressing challenges and problem-solvingFlexibility and adaptability to handle dynamic work environmentsProficiency in Microsoft Office Suite of products, with advanced knowledge of PowerPointAbility to travel from time to timeEducation and Experience:Proven experience as an Executive Assistant in a corporate setting for 5+ yearsExperience with Board of Directors communication a plus