Executive Assistant Job at Atlantic Jet Partners in Pompano Beach

The Executive Assistant to the CEO, CFO, and COO plays a vital role in supporting the senior leadership team by managing daily operations, optimizing schedules, and ensuring smooth communications. This role requires a proactive, highly organized individual with exceptional communication skills, attention to detail, and the ability to handle sensitive information with discretion. Key Responsibilities 1. Calendar Management: • Manage and maintain calendars for the CEO, CFO, and COO, scheduling meetings, appointments, and travel arrangements. • Coordinate and prioritize multiple schedules to maximize executive productivity. 2. Meeting Preparation and Coordination: • Arrange and prepare agendas for executive meetings, board meetings, and other critical events. • Take detailed meeting minutes and follow up on action items to ensure they are completed in a timely manner. 3. Communication Management: • Serve as the primary point of contact for internal and external stakeholders on behalf of the CEO, CFO, and COO. • Draft, edit, and proofread communications, including emails, reports, and presentations. 4. Travel Arrangements: • Organize and manage travel itineraries, accommodations, and logistics for domestic and international travel. • Prepare travel expense reports and process reimbursements accurately and promptly. 5. Project and Task Management: • Assist executives in managing and tracking key projects, including setting deadlines and tracking progress. • Conduct research and provide support on special projects as requested. 6. Document and File Management: • Maintain filing systems, both digital and physical, ensuring all documentation is accurate and up-to-date. • Handle sensitive documents and information with confidentiality. 7. Office and Operational Support: • Serve as a liaison between executives and department heads, relaying information and ensuring alignment across teams. • Assist in coordinating company-wide events, including off-site, conferences, and employee meetings. 8. General Administrative Support: • Prepare, review, and process expense reports and vendor invoices for the executive team. • Anticipate and address the daily needs of the executives, proactively resolving issues before they arise. Required Skills & Qualifications • Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred. • Experience: Minimum of 5 years as an Executive Assistant supporting C-level executives, ideally in a fast-paced environment. • Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management tools; experience with expense management software preferred. • Organizational Skills: Strong organizational and time-management abilities, with the capacity to manage competing priorities effectively. • Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally with both internal and external stakeholders. • Interpersonal Skills: High level of discretion, professionalism, and adaptability. • Problem-Solving Skills: Proactive approach to problem-solving with a strong decision-making ability. Preferred Attributes • Proven ability to work independently and collaboratively within a team. • Strong attention to detail and accuracy. • Experience in handling high-stakes projects and maintaining confidentiality. • Flexibility and willingness to support additional needs as they arise. Benefits • Health Insurance, Retirement Plan, Paid Time Off, Professional Development Opportunities, etc This role is ideal for a highly organized, detail-oriented individual who thrives in a dynamic environment and enjoys supporting executive leaders in achieving the company’s strategic goals. Please send your resume to jrizzoatlanticjetpartners.com