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Job Opening details:-
Company Name :- SoFlo Domestics
Position Name :-
Company Location :- Miami Beach, FL 33139
Job Category :- General
Full Job Description :-
Top notch C-level executive assistant needed to attend to the administrative needs of a CEO and manage the day-to-day operational support of the office. Schedule is Monday to Friday, business hours. This role is a key support position for the company working as the ‘right-hand’ to the CEO and other Executive Team leaders. The ideal candidate acts as an ambassador and representative of the organization. This position will work in a very fast-paced environment and must have an entrepreneurial approach to the daily management of the business. You must be able to multi-task and handle a multitude of short and long-term projects with, at times, competing and conflicting levels of priority. As the Executive Assistant, you will be the sole provider of all administrative support while working out of the office. You will also act as a resource to the executive team by providing them with information as needed to complete varying projects that they may be working on.
Duties include acting as the chief liaison between the company and the landlord for all office-related maintenance, maintaining a clean and sanitized office and kitchen by following daily office organization and cleaning protocols, and maintaining a stocked supply room with essential office supplies, including toner cartridges for all printers. Responsibilities also include coordinating events including monthly Executive Team Meetings, quarterly Leadership Team meetings, training sessions and ad hoc team meetings. As a gatekeeper, you will redirect inquiries to other departments whenever possible and ensure they are followed through to completion.
The ideal candidate must be detailed orientated, have a strong sense of urgency with all requests and inquiries for multiple executive offices, have an ability to think strategically, maintain the highest level of professionalism when speaking with clients, see the “big picture,” and recognize the impact of decisions on the operation and company. Must be able to communicate articulately and concisely (verbal and written). Must know how, what, and when to communicate depending on audience and subject matter (sensitivity and timing). Must possess a strong and dynamic working style, be a collaborator and a team player, and can operate independently.
Calendar/Travel – Schedule all appointments with full access to calendars, with the ability to send meeting requests from him to meeting attendees
Travel – Make all travel arrangements including flight, car, hotel, dinner; and contact clients directly to schedule meetings in an order that will allow for the most efficient use of time when on business trips
Contacts – Update all contacts including personal, client, and facility contacts for all business lines
Writing – Compose letters to clients and business associates from the executive team independently and from dictation and ensure that they follow through on the commitments in the letters. You will also send emails from the executive team to business associates internally and externally and must ensure 100% accuracy
Phone – When the executive team members are unavailable, you will answer all calls to their office and communicate messages to them accurately and handle any requests personally whenever possible.
Meetings – Schedule all recurring meetings with leadership teams and create and circulate agendas
Attend meetings to take meeting minutes and track all deliverables, as requested
Presentations – Update all PowerPoint presentations that are used for executive team meetings, and various company update meetings ensuring that all information is current and accurate
Executive Team Support
Facility List & Tracking – Update Master Facility & Client List
General Administration/Processing – Help process onboarding new hires and submit PTO team requests through DocuSign; process all DocuSign requests as needed
Filing/Administration – Create files (folder/labels) new contracts, make copies, send out client letters etc., acts as a field liaison on all amendment requests and forward to legal. Once an amendment is signed by the client, track down approval by applicable President/SVP before returning to legal for CEO’s signature; upload all amendments and contracts into MyContracts in OMS
Misc. – make photocopies, filing, update and format PowerPoint presentations, CPM assistance, new user account assistance for Webtrition and other various administrative duties and responsibilities.
EDUCATION AND EXPERIENCE
5+ years related experience supporting C-Suite executive or equivalent combination of education and experience. Bachelor’s degree (BA/BS) is highly desirable.
Position requires specific proficiencies and very advanced skills for the following PC applications: 2010 MS Office (e.g., Word, Excel, PowerPoint, and Outlook (for email, follow ups and calendaring).
Valid driver’s license required
Notary Public license preferred
This position is based out of the corporate office in Miami Beach, FL.
SALARY & BENEFITS
Commensurate with experience. Full benefits offered
Job Type: Full-time
Pay: From $120,000.00 per year
Paid time off
Monday to Friday
Executive & Personal Assistants: 5 years (Preferred)
Driver’s License (Preferred)
Certified Notary Public (Preferred)
Work Location: One location
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