Executive Assistant Project Manager Job at Private Practice in Miami

Job Description

We are seeking a highly organized and proactive Executive Assistant with Project Management Skills to support our executive team and manage key projects within the organization. This dynamic role requires a self-motivated individual with excellent communication, administrative, and project management capabilities to ensure smooth day-to-day operations and successfully complete strategic initiatives.

Key Responsibilities:

• Executive Support:
  • Provide administrative support to senior executives including managing calendars, scheduling meetings, and handling correspondence.
  • Organize and prioritize daily tasks and appointments, ensuring effective time management.
  • Prepare and edit documents, reports, and presentations for meetings.
  • Coordinate travel arrangements, including flights, accommodation, and itineraries.
• Project Management:
  • Oversee multiple projects from initiation to completion, ensuring they are delivered on time and within scope. (e.g marketing campaigns and Social Media)
  • Coordinate cross-functional teams and resources, ensuring project milestones are met.
  • Track project timelines, and deliverables using project management tools (e.g., Microsoft Project).
  • Anticipate project needs and assist in problem-solving to mitigate risks and obstacles.
• Communication & Coordination:
  • Act as a liaison between executives and other departments
  • Handle confidential information with discretion and professionalism.
  • Manage the executive’s internal and external communication, ensuring all messages are prioritized and responded to promptly.
• Administrative & Miscellaneous:
  • Manage office supplies and order the necessary materials.
  • Assist with organizing corporate events, conferences, meetings and presentations.
  • Prepare meeting agendas in advance, ensuring all necessary topics are covered.
  • Take detailed and accurate meeting minutes, highlighting key decisions, actions, and timelines.
  • Distribute meeting minutes and follow up on action items, ensuring deadlines are met.
• Other duties as assigned.

Qualifications:

• Education: Bachelor's degree or equivalent experience in Business Administration, Project Management, or related field.
• Experience:
  • Minimum of 3 years of experience as an executive assistant or in a similar administrative role.
  • Proven experience managing and overseeing projects with a focus on successful delivery.
• Skills:
  • Excellent organizational and time management skills.
  • Strong communication skills, both written and verbal.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience with project management software (e.g., Asana, Trello, Monday.com).
  • Ability to handle multiple tasks simultaneously and work under pressure.
  • Strong attention to detail with a proactive and solution-oriented approach.

Preferred Skills:

• Project Management Certification (PMP Preferred)

Benefits:

• Competitive salary and benefits package.

PRE-EMPLOYMENT REQUIREMENTS

• Criminal Background Check

JOB CLASSIFICATION: Full-Time, Exempt