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: Bachelors 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 companys strategic goals.

Please send your resume to jrizzo@atlanticjetpartners.com