Executive Administrator position is located in Miami, FL and relocation assistantance is provided. Require 20 years experience with a large organization and 5 years in the same role.
Position Summary
This position will provide day to day support and coordination of initiatives for the President and CEO. These initiatives will range from ad hoc projects to meetings management to calendar/
scheduling management agendas with a specific focus on the functional areas of the organization.
Major Responsibilities
The Executive Administrator will work in coordination with the CEO’s Executive Assistant to organize and coordinate the President’s meetings, ensuring that all staff member attendance is scheduled and confirmed, agenda items are agreed to and materials are distributed ahead of scheduled meetings. The Executive Administrator may attend and record minutes of meetings and ensure that ownership for action items are assigned for completion and that all action items are tracked and monitored for resolution and/or completion. The Executive Administrator will prepare regular status reports on action items and will take proactive initiative to follow up on the status of action items. The Executive Administrator will be responsible for addressing questions and concerns related to agenda items prior to meetings when possible.
The Executive Administrator will be responsible for managing the Corporate Calendar and Executive Dashboard, creating and developing presentations on behalf of the CEO, and completing ad hoc projects as may be requested or assigned.
The Executive Administrator must be resourceful and “hands on” and must work in close coordination with other executive support team members in a manner that displays a one-team mindset. The Executive Administrator must have flexibility to be available to the CEO beyond normal working hours to support fluctuating business demands.
Qualifications and Skill Requirements
This position requires the highest level of professionalism, responsiveness, discretion and confidentiality based on exposure to sensitive, proprietary and confidential information. The individual in this role must demonstrate a strong passion for the Company’s mission, vision and values. This position is an extension of the CEO and must display credibility and be influential without direct authority as well as possessing the following skills:
• Must possess superior verbal and written communication skills;
• Must be very organized and able to handle multiple tasks or projects in a fast-paced organization with shifting priorities;
• Must be flexible and resourceful with the ability to work beyond the normal hours of business operation;
• Must act as an “ambassador” to the CEO and maintain the highest level of discretion and confidentiality;
• Must be passionate, diplomatic and assertive to achieve high quality results in an efficient and effective manner;
• Must be able to work on assignments that are complex where independent action and a high degree of initiative are required;
• Must possess analytical thinking skills and problem solving competencies to anticipate the needs of the CEO and future business demands;
• Must be able to successfully interact with all levels of employees, management, executives, board members and external business contacts;
• Must possess business acumen and familiarity with financial terms;
• Must be an expert in Microsoft Outlook, Word, Excel and PowerPoint with a working knowledge or familiarity of MS Project.
