Executive Assistant/Office Manager Job at Confidential Jobs in Town of Florida

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Essential Duties and Responsibilities

• Performs various clerical and administrative duties with a focus on handling sensitive or confidential information.
• Supports executives in building presentations for business review meetings, monthly and quarterly staff meetings, and board of directors’ meetings.
• Manages complex, dynamic calendars for the CEO and Executive Team, prioritizing meetings and resolving conflicts across multiple time zones.
• Coordinates all aspects of travel (domestic and international), including itineraries, visas, ground transportation, and last‑minute changes.
• Plans, schedules, and prepares board, leadership, and staff meetings, ensuring agendas, materials, and logistics are ready in advance.
• Assists the Executive leadership team with travel arrangements, calendar management, expense reports, and project assistance.
• Serves as the primary point of contact between the CEO, internal leaders, and external stakeholders, ensuring timely and professional communication.
• Concur with management in support of the CEO only: reviews and approves the CEO’s direct reports’ traveling requests and expense reports in compliance with company policies and regulations.
• Manages expense reports, invoices, and credit card reconciliations for the CEO and other executives, ensuring compliance with company policies.
• Provides timely and accurate processing of forms, records, and reports upon request.
• Monitors and manages office budget, including expenses related to supplies, equipment, and facilities, and re‑orders materials as necessary.
• Supports maintenance and repairs of office facilities and equipment and coordinates with vendors and service providers to handle any issues or troubleshooting of office equipment in collaboration with VP, Operations, and IT.
• Supports onboarding and integration of visiting executives and guests, including logistics, workspace set‑up, and meeting coordination.
• Identifies opportunities for process improvement proactively.
• Works with other functional leaders to support successful business operations.
• Partners closely with HR, Finance, IT, and Operations to ensure smooth execution of executive priorities and company‑wide initiatives.

Qualifications

• Ability to learn new methods appropriate for the situation and understand the implications of the information learned.
• Highly motivated self‑starter with demonstrated ability to multitask and manage multiple competing priorities.
• Strong organizational and administrative skills, proficiency in computer and database management.
• Excellent communication and interpersonal skills.
• Ability to work flexible hours, including evenings and weekends when necessary.
• Maintain confidentiality and accuracy; critical for the role.
• Demonstrated problem‑solving and decision‑making abilities, integrity, assertiveness, and flexibility.
• Ability to cope with and thrive in a high‑pressure work environment.
• High degree of emotional intelligence, professionalism, and executive presence.
• High attention to detail with zero tolerance for errors in scheduling, documents, or communications.
• Ability to multitask and manage follow‑up items across various workstreams without losing track.

Core Competencies

• Analytical – Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs workflows and procedures.
• Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions.
• Technical Skills – Assesses own strengths and weaknesses; pursues training and development opportunities; shares expertise with others.
• Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; meets commitments.
• Interpersonal Skills – Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; stays open to new ideas.
• Oral Communication – Speaks clearly and persuasively; listens and gets clarification; responds well to questions; demonstrates group presentation skills.
• Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively.
• Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others; gives and welcomes feedback; builds a positive team spirit.
• Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
• Diversity – Demonstrates knowledge of Equal Employment Opportunity policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment‑free environment.
• Ethics – Treats people with respect; keeps commitments; inspires trust; works with integrity and ethically; upholds organizational values.
• Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values.
• Judgment – Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision‑making.
• Motivation – Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; takes calculated risks.
• Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration; follows through on commitments.
• Quality – Demonstrates accuracy and thoroughness; looks for ways to improve; applies feedback.
• Quantity – Meets productivity standards; completes work in a timely manner; works quickly.
• Safety and Security – Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
• Adaptability – Adapts to changes in the work environment; manages competing demands; changes approach to best fit the situation.
• Attendance/Punctuality – Is consistently at work and on time; ensures responsibilities are covered when absent.
• Dependability – Follows instructions; takes responsibility for actions; keeps commitments; commits to long hours when necessary to reach goals.
• Initiative – Volunteers readily; undertakes self‑development activities; seeks increased responsibilities; takes independent actions and calculated risks.
• Innovation – Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work.

Education and Experience

• Bachelor’s degree in a related field.
• 5 to 7 years of Executive Assistant experience supporting C‑suite or senior executives in a fast‑paced, high‑growth, or global environment.
• Proven experience managing complex calendars, shifting priorities, and competing demands across multiple time zones.
• Experience supporting Board of Directors, executive leadership teams, or high‑visibility stakeholders preferred.
• Prior experience in aerospace, defense, manufacturing, or similarly regulated industries is a plus.

Technical Skills

• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Zoom.
• Comfortable working in HRIS, CRM, or project‑management platforms (e.g., Paylocity, Salesforce, Asana, Monday.com).
• Strong document production skills: professional formatting, proofreading, editing, and drafting.
• Ability to quickly learn new systems, tools, and processes; tech‑savvy and adaptable.

Travel

This position requires domestic and international travel. The Executive Assistant will coordinate all aspects of travel and manage related details.