U.S. Polo Assn. (USPA Global)
Executive Assistant to the President & CEO
U.S. Polo Assn. (USPA Global), West Palm Beach, Florida, United States, 33412
Executive Assistant to the President & CEO
Join to apply for the Executive Assistant to the President & CEO role at U.S. Polo Assn. (USPA Global). The Executive Assistant to the President & CEO provides high-level, professional support to the President & CEO in close partnership with the VP of Human Resources, enabling the CEO to focus on leading and growing the organization. This role combines executive support and cross-departmental coordination, ensuring seamless communication and efficient workflow across the organization. The ideal candidate is highly organized, detail-oriented, and adaptable, thriving in a fast-paced environment while maintaining discretion and professionalism. This role requires exceptional organizational, communication, and judgment skills, with the ability to anticipate needs, proactively manage complex priorities, and ensure seamless operations across the CEO’s and HR leadership’s responsibilities. The Executive Assistant acts as a trusted partner, gatekeeper, and representative of the executive office, protecting executive time and upholding confidentiality and integrity. Responsibilities
Executive & Leadership Support: Manage and prioritize the CEO’s calendar, appointments, meetings, and travel (domestic and international), ensuring time is aligned with critical initiatives and stakeholders. Proactively identify and resolve scheduling conflicts; coordinate internal and external commitments. Prepare, edit, and distribute correspondence, presentations, reports, and other executive communications. Screen and triage communications, protecting the CEO’s time and ensuring appropriate follow-up. Coordinate and support departmental and cross-functional meetings, including agenda preparation, minutes, and follow-up. Facilitate interaction with internal and external stakeholders, licensees, vendors, and board members. Track action items and ensure timely completion of projects and initiatives. Serve as a liaison between the CEO, senior leadership, staff, and external partners, communicating expectations with authority and professionalism. Board & Department Coordination
Coordinate logistics for Board of Directors and leadership meetings, including agenda preparation, briefing materials, and follow-up communications. Ensure timely access to information and resources to support decision-making. Assist in scheduling and managing leadership and departmental meetings for SVPs, VPs, and other executives. Maintain departmental calendars and coordinate materials for meetings and presentations. Ensure compliance with organizational policies, procedures, and document retention across departments. Travel & Event Management
Plan and coordinate complex domestic and international travel, including visas, itineraries, lodging, and ground transportation. Organize executive, corporate, and client-facing events with seamless logistics and professional representation. Provide on-site support for high-profile meetings and events as needed. Operational & Administrative Leadership
Serve as a liaison between executives and staff, providing guidance and facilitating communication. Maintain office systems, manage purchase orders, records, and third-party account administration. Support IT and technology needs, communicate issues to vendors or office management, and assist employees with software/tools. Assist in onboarding, training, and compliance initiatives, ensuring departmental adherence to company policies. Support special projects, research, and operational initiatives as assigned. HR Partnership
Collaborate with the VP of HR on executive calendaring, HR priorities, and cross-functional initiatives. Support HR in coordinating leadership meetings, employee communications when necessary, and organizational updates. Bridge between HR, the CEO, and departmental leaders to ensure alignment on communication, policies, priorities, and initiatives. Confidentiality & Professional Judgment
Handle sensitive information with integrity and discretion. Exercise sound judgment in all interactions, representing the CEO and executive office professionally. Maintain trust through reliable, accurate, and confidential handling of all matters. Core Competencies
Strategic Calendar & Priority Management Executive & Operational Support Stakeholder Engagement & Relationship Management Travel & Event Coordination Confidentiality & Sound Judgment Operational Agility & Problem Solving Professional Written & Verbal Communication Initiative, Anticipation & Adaptability Composure & Resilience under Pressure Qualifications
Bachelor’s degree preferred in Business Administration, Communications, or related field; equivalent experience considered. 5+ years supporting senior executives, preferably CEOs or Presidents; experience managing complex calendars, executive travel, meetings, board support, and confidential matters. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams/Zoom, org chart tools, and other business applications; ability to learn new software quickly. Strong organizational, communication, and time-management skills; proactive and detail-oriented; ability to handle multiple priorities under pressure; discreet and professional demeanor; confident and reliable. Why This Role Matters: This position is a critical partner to the CEO, providing high-level executive support and ensuring the CEO’s time and focus are maximized. By partnering with the VP of HR, the Senior Executive Business Partner enhances communication, coordinates priorities, and strengthens collaboration across leadership. About U.S. Polo Assn. and USPA Global
U.S. Polo Assn. is the official brand of the United States Polo Association (USPA), the largest polo clubs and polo players association in North America. The organization has a global footprint with retail stores and distribution worldwide. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class. We are an equal opportunity employer. Referrals increase your chances of interviewing at U.S. Polo Assn. (USPA Global).
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Join to apply for the Executive Assistant to the President & CEO role at U.S. Polo Assn. (USPA Global). The Executive Assistant to the President & CEO provides high-level, professional support to the President & CEO in close partnership with the VP of Human Resources, enabling the CEO to focus on leading and growing the organization. This role combines executive support and cross-departmental coordination, ensuring seamless communication and efficient workflow across the organization. The ideal candidate is highly organized, detail-oriented, and adaptable, thriving in a fast-paced environment while maintaining discretion and professionalism. This role requires exceptional organizational, communication, and judgment skills, with the ability to anticipate needs, proactively manage complex priorities, and ensure seamless operations across the CEO’s and HR leadership’s responsibilities. The Executive Assistant acts as a trusted partner, gatekeeper, and representative of the executive office, protecting executive time and upholding confidentiality and integrity. Responsibilities
Executive & Leadership Support: Manage and prioritize the CEO’s calendar, appointments, meetings, and travel (domestic and international), ensuring time is aligned with critical initiatives and stakeholders. Proactively identify and resolve scheduling conflicts; coordinate internal and external commitments. Prepare, edit, and distribute correspondence, presentations, reports, and other executive communications. Screen and triage communications, protecting the CEO’s time and ensuring appropriate follow-up. Coordinate and support departmental and cross-functional meetings, including agenda preparation, minutes, and follow-up. Facilitate interaction with internal and external stakeholders, licensees, vendors, and board members. Track action items and ensure timely completion of projects and initiatives. Serve as a liaison between the CEO, senior leadership, staff, and external partners, communicating expectations with authority and professionalism. Board & Department Coordination
Coordinate logistics for Board of Directors and leadership meetings, including agenda preparation, briefing materials, and follow-up communications. Ensure timely access to information and resources to support decision-making. Assist in scheduling and managing leadership and departmental meetings for SVPs, VPs, and other executives. Maintain departmental calendars and coordinate materials for meetings and presentations. Ensure compliance with organizational policies, procedures, and document retention across departments. Travel & Event Management
Plan and coordinate complex domestic and international travel, including visas, itineraries, lodging, and ground transportation. Organize executive, corporate, and client-facing events with seamless logistics and professional representation. Provide on-site support for high-profile meetings and events as needed. Operational & Administrative Leadership
Serve as a liaison between executives and staff, providing guidance and facilitating communication. Maintain office systems, manage purchase orders, records, and third-party account administration. Support IT and technology needs, communicate issues to vendors or office management, and assist employees with software/tools. Assist in onboarding, training, and compliance initiatives, ensuring departmental adherence to company policies. Support special projects, research, and operational initiatives as assigned. HR Partnership
Collaborate with the VP of HR on executive calendaring, HR priorities, and cross-functional initiatives. Support HR in coordinating leadership meetings, employee communications when necessary, and organizational updates. Bridge between HR, the CEO, and departmental leaders to ensure alignment on communication, policies, priorities, and initiatives. Confidentiality & Professional Judgment
Handle sensitive information with integrity and discretion. Exercise sound judgment in all interactions, representing the CEO and executive office professionally. Maintain trust through reliable, accurate, and confidential handling of all matters. Core Competencies
Strategic Calendar & Priority Management Executive & Operational Support Stakeholder Engagement & Relationship Management Travel & Event Coordination Confidentiality & Sound Judgment Operational Agility & Problem Solving Professional Written & Verbal Communication Initiative, Anticipation & Adaptability Composure & Resilience under Pressure Qualifications
Bachelor’s degree preferred in Business Administration, Communications, or related field; equivalent experience considered. 5+ years supporting senior executives, preferably CEOs or Presidents; experience managing complex calendars, executive travel, meetings, board support, and confidential matters. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams/Zoom, org chart tools, and other business applications; ability to learn new software quickly. Strong organizational, communication, and time-management skills; proactive and detail-oriented; ability to handle multiple priorities under pressure; discreet and professional demeanor; confident and reliable. Why This Role Matters: This position is a critical partner to the CEO, providing high-level executive support and ensuring the CEO’s time and focus are maximized. By partnering with the VP of HR, the Senior Executive Business Partner enhances communication, coordinates priorities, and strengthens collaboration across leadership. About U.S. Polo Assn. and USPA Global
U.S. Polo Assn. is the official brand of the United States Polo Association (USPA), the largest polo clubs and polo players association in North America. The organization has a global footprint with retail stores and distribution worldwide. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class. We are an equal opportunity employer. Referrals increase your chances of interviewing at U.S. Polo Assn. (USPA Global).
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