Mix Talent is hiring: Executive Assistant in Orlando

Executive Assistant role at Mix Talent

Overview

The Executive Assistant and Office Manager will provide high-level administrative support to the executive team. This individual will manage daily operations, including scheduling, communications, travel coordination, and event planning, ensuring that the executive team remains focused on key priorities and company goals. The ideal candidate will be proactive, highly organized, and capable of working in a fast-paced, dynamic environment.

Areas of Responsibility

• Administrative Support: Manage the executive team's calendar, schedule meetings, and coordinate both domestic and international travel.
• Communication: Serve as the primary point of contact between the executive team and internal/external stakeholders, handling correspondence, emails, and phone calls.
• Meeting Coordination: Organize and prepare for executive meetings, including drafting agendas, compiling documents, and taking minutes.
• Travel Coordination: Plan and arrange travel itineraries, accommodations, and transportation for executives, ensuring all details are managed seamlessly.
• Event Planning: Lead the planning and execution of corporate events, including team meetings, offsite retreats, client-facing events, and internal celebrations, from conception through to completion.
• Project Coordination: Assist with special projects by tracking timelines, deliverables, and ensuring that tasks are completed by set deadlines.
• Document Management: Create, edit, and maintain key documents, presentations, and reports for the executive team.
• Confidentiality: Handle sensitive information with the highest level of discretion and professionalism.

Experience and Qualifications

• Bachelor’s degree or equivalent work experience.
• Minimum of 5 years of experience in an administrative or executive assistant role, preferably in a startup or high-growth company.
• Proven experience in event planning and travel coordination.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software.
• Strong organizational, multitasking, and time-management skills.
• Ability to work independently and as part of a team in a fast-paced, dynamic environment.
• Excellent written and verbal communication skills in English; additional language proficiency is a plus.
• Availability to work flexible hours as needed.
• Competencies: Event Planning, Travel Coordination, Organizational Skills, Communication, Attention to Detail, Adaptability, Proactive Problem-Solving, Discretion and Confidentiality.

Competencies

• Event Planning: Strong organizational and project management skills, with experience in planning and executing events, including offsite meetings and corporate retreats.
• Travel Coordination: Expertise in arranging detailed domestic and international travel, including multi-leg trips, visas, and last-minute changes.
• Organizational Skills: Ability to manage multiple tasks and projects simultaneously, ensuring that deadlines are met and priorities are balanced.
• Communication: Strong written and verbal communication skills, capable of interacting with all levels of staff and external stakeholders.
• Attention to Detail: A keen eye for detail in reviewing documents, managing schedules, and preparing reports.
• Adaptability: Comfort working in a dynamic startup environment, with the ability to adapt to changing priorities and responsibilities.
• Proactive Problem-Solving: Ability to anticipate needs, identify potential issues, and propose solutions without direct supervision.
• Discretion and Confidentiality: Maintain the highest standards of confidentiality in handling sensitive information.

Location: Florida, United States