Executive Assistant

This is a fully remote position, open to applicants in Florida.

📋 Description

• Oversee strategic calendar management for the executive, curate meeting options, highlight conflicts, and offer recommendations.

• Manage incoming requests and safeguard the leader's focused time and key business periods.

• Collaborate across time zones for a global team.

• Handle sensitive information with confidentiality and discern what to escalate or manage independently.

• Sustain a balanced schedule that aligns with business objectives.

• Organize and execute team events and meetings alongside the Chief of Staff.

• Enhance leadership and organizational time management.

• Make decisions regarding short-term priorities and work activities.

• Arrange travel in accordance with company policies and assist in the acquisition of visas and passports.

• Manage leadership expenses and reconcile credit card statements.

• Coordinate team-wide offsites, lunches, dinners, and other events.

• Identify organizational challenges and initiate or facilitate solutions.

• Support internal departments with new-hire setup, processes, tools, expense reporting, and travel systems.

• Compile, prepare, and process leadership expenses along with credit card reconciliation.

⛳️ Requirements

• Over 10 years of experience supporting VP-level executives.

• Experience in managing confidential materials and supporting interactions with Finance and Senior Leadership.

• Ability to maintain composure under pressure.

• High degree of professionalism in both written and verbal communication.

• Skillful in diplomacy when addressing conflict, difficult personalities, and refusal messages.

• Experienced in stakeholder management and capable of acting as an ambassador for the executive.

• Understanding of stakeholders, including customers and internal senior leaders.

• Availability during regular working hours for reactive needs.

• Highly organized with outstanding communication skills.

• Capable of managing multiple high-priority projects across various management and professional levels.

• Proactive, solution-focused mindset with strong judgment in calendar prioritization.

• Proficient in Zoom, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Box, and Concur.

🏝️ Benefits

• Flexible or remote work options available.

• Travel assistance, including support for obtaining essential travel documents such as visas and passports.

• Leadership expense and credit card reconciliation assistance.