Executive Assistant Position Available In Palm Beach, Florida

Executive Assistant
We are offering a permanent employment opportunity for an Executive Assistant based in Boca Raton, Florida. The Executive Assistant will provide high-level administrative support to our leadership team, ensuring smooth and efficient operations within our industry. This role involves managing executive schedules, coordinating meetings, preparing presentations, and ensuring effective communication flow among various stakeholders.

Responsibilities:

• Manage and prioritize the daily activities and work schedules of the Executive Director, including managing the calendar and coordinating various communications.
• Serve as the liaison between residents, internal departments, team members, and other stakeholders, addressing their requests and needs.
• Prepare and distribute materials for meetings, attend assigned meetings, take minutes, and follow up with attendees regarding action items.
• Handle inquiries professionally and courteously, triaging and directing calls to appropriate resources.
• Draft, edit, and prepare correspondence, presentations, charts, reports, research, and other materials, including handling sensitive administrative and financial data.
• Coordinate meetings, including setting appointments, reserving locations, ordering supplies and services, and preparing agendas.
• Maintain department recordkeeping systems and shared drive, including inputting information into databases and spreadsheets, monitoring data validity, and compiling and distributing periodic reports.
• Plan, implement, and coordinate company-wide events, serving as the point-person.
• Collect, organize, and prepare information and materials required for processing invoices and reimbursements.
• Provide excellent customer service that supports a positive image of the organization.
• Collaborate with others on small and large-scale projects and initiatives as needed.
• Proficiency in ADP – Financial Services
• Experience with Cisco Webex Meetings
• Skilled in using Concur
• Knowledge of CRM systems
• Familiarity with Kronos Timekeeping System
• Ability to use About Time software
• Expertise in Calendar Management
• Excellent Communication skills
• Experience in managing Conference Calls
• Detail oriented in handling Correspondence
• Experience in working with C-Suite executives
• Ability to accurately record and distribute Meeting Minutes
• Experience in distributing Meeting Minutes effectively and promptly
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