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Executive assistant to CEO

JOB ID : EB-1843376499

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POSITION: 

Temp-to-perm Executive Assistant to the CEO

The Executive Assistant ensures efficient operation of the CEO by managing schedules, end-to-end detailed travel coordination, handling communications, and more. They will manage the CEO’s schedule to utilize their time most effectively and coordinate end-to-end travel, accommodations, and events to ensure timely attendance at meetings and events. The Executive Assistant also has the availability to be “on-call” to address urgent matters, particularly during extensive CEO travel internationally.

The Executive Assistant builds relationships throughout the organization, exercises judgment and discretion, handles complex and difficult situations diplomatically, and represents the executive’s office in a professional manner. They serve as a liaison to senior management teams, the board of directors, and key business partners.

ATTRACTIVE FACTORS: 

  • Positive culture and inclusive team environment.
  • Remote-first company (must be based in Miami and available to meet in person for 1-2 hours per week)
  • Opportunity to partner with and learn from an experienced Chief of Staff in a growing startup

KEY RESPONSIBILITIES: 

  • Ensure CEO’s time is being managed effectively and to the greatest impact. This requires an understanding of what’s most important for effective calendar management, tracking deadlines and productive meeting and time management.

  • Manage and maintain calendars and coordinate appointments, internal and external meetings, and conference calls, with stakeholders, board members, clients, and other executives. This includes extensive rescheduling, ensuring that all meeting logistics are taken care of.

  • Plan, coordinate and communicate employee events such as group meetings, off-sites and all-staff forums.

  • Arrange and book all travel, while managing budgets.

  • Proactively prepare detailed travel itineraries and ensure seamless transitions during travel.

  • Proactively track and manage travel changes, cancellations, or delays, and adjust schedules accordingly (this will require being “on-call” outside of normal 9-5 working hours)
  • Must be highly adaptable, quickly resolving unforeseen travel issues, like rescheduling flights, adjusting hotel reservations, and more.
  • Manage and submit expense reports and reconcile budgets for the CEO’s office.
  • Anticipate the CEO’s needs and proactively address issues before they arise.

TOP KEYS FOR CLIENT:

  • 3 – 5 years of experience in an administrative support role, preferably having previously supported a C-level executive. Located in Miami.

  • Experience managing complex meeting schedules with global participants across multiple time zones preferred

  • Extensive knowledge of Google’s G-Suite
  • Ability to maintain the highest level of confidentiality and have the ability to handle sensitive material concerning the organization
  • Availability to be “on-call”, particularly during CEO travel
  • Budgetary and expense management experience
  • Demonstrated ability to multitask and adapt, with exceptional organizational skills
  • Excellent verbal and written skills required
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