Executive Assistant Job at Yoh, A Day & Zimmermann Company in Miami Beach

Executive Assistant needed for a contract opportunity with Yoh’s Entertainment client located in Miami FL.

Job Details
Duration: 5+ months (Possible extension)
Location: Miami FL 33139
Schedule: M-T onsite. Fridays are remote. (Friday in office may be required for presentations)
Pay Rate: $36 per hour.
Start date: Must start first week of December – End Mid-May.
 
Notes:

• Maternity leave coverage – EA for CEO
• This person MUST be bilingual in English and Spanish.
• The strength must be in written English, but they must be able to communicate and understand Spanish.

 
Overview

• This person must be VERY DISCREET.
• Must be highly organized and detailed.
• There will be times you will need to help create presentation decks and write deal memos. Training will be provided for deal memos. Ideal experience needed putting together presentations.

 
What You’ll Do:

• Must be bilingual: English & Spanish (written and verbal)
• Provide administrative support of a highly complex and responsive nature to the President & CEO
• Manage the executive’s workflow and priorities by knowing his real priorities, managing his schedule, anticipating steps ahead and keeping him focused on the most important projects
• Schedule meetings, arrange appointments, and manage the executive's calendar.
• Manage requests for an executive’s time and attention to internal and external issues while ensuring schedule is met while key issues and matters are effectively addressed.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature.
• Assist in the completion of projects and special assignments within the President & CEO’s purview, by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving and adjusting plans.
• Prepare and research presentations that appropriately reflect the executive's style and professional acumen.
• Assist with speaking engagements including distributing executive’s bio and professional headshot.
• Coordinate arrangements and schedules for virtual and in-person meetings.
• Build and maintain positive work relationships with corporate management, industry leaders, songwriters, producers, artists, artist management, and press.
• Arrange corporate travel and meetings by developing itineraries, booking transportation, arranging lodging and meeting accommodations.
• Receive and handle all office mail and packages.
• Process all office invoices
• T&E preparation for President & CEO.
• Assist with organization of events and all office-related matters.
• Perform all general office duties, including ordering office supplies.
• Manage office gifting (holiday, employees and clients).
• Reflect the executive’s style and company culture when carrying out activities.
• Expand deep knowledge and passion about Latin music.

 
Executive support including:

• President & CEO of US Latin & Latin America

 
Creative design and preparation of

• Presentations
• Company communications
• Company event notifications – Town Halls, team building events, staff gatherings Planning, budgeting, coordinating, execution of Town Hall meetings, Company events, Team Building events, etc. Scheduling, coordination, communication of meetings including information gathering, and compilation.
• Various other tasks that fall to the EVP including Return to Office communications, reporting, and planning.

 
Office Management

• Attendance management - keeping track of Miami employees work event attendance
• HR affiliate – corresponding between company Miami employees and HR for policy updates, news, benefits etc.
• Finance & accounts handling – including P-Card, UPS, Amazon Business, Staples, Water Logic, etc.
• Inventory administration – current inventory of company merch, furniture, office supplies, awards, etc.
• Reception / hosting – minimal catering, set up, tear down, etc.
• Schedule supervision – manage team calendar for cross departmental projects/ meetings/-events
• Internal communication – i.e.: CEO announcements to group chat
• Team Accountability– reminders on cross-departmental tasks, such as Deal Memo circulation, Investment Pipeline updates, Expense Reports, traveling, etc.
• Event coordination – i.e.: team building events, regional conferences, etc. informed about visitors – research and familiarize on guests’ profile and backgrounds

 
Who You Are:

• A creative, organized, reliable, confidential colleague with excellent communication skills (written and oral), attention to detail, and the ability to manage multiple priorities.
• 5+ years of work experience demonstrating the skills noted above including the gumption, poise, and professionalism to represent the office of the global head of Admin.

 
Interview Process

• One panel interview with CEO, HRBP, and the current EA.

 
Additional Notes

• They will be moving offices – During the assignment period.
• At the current office location, this person is an executive assistant to the CEO and an office manager.
• Temporary -- Order office suppliers, water, etc and help coordinate office repairs if/when needed. Once they move to the new office, this will no longer be a requirement.
• At the current office, this person sits in reception area. They are the first-person people see when they walk in the door, so they must be friendly, presentable and professional. Once they move to the new office, they will no longer be in reception and will sit next to the CEO.

Note: Any pay ranges displayed are estimations.  Actual pay is determined by an applicant's experience, technical expertise, and other qualifications as listed in the job description.  All qualified applicants are welcome to apply.

Yoh, a Day & Zimmermann company, is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Visit https://www.yoh.com/applicants-with-disabilities to contact us if you are an individual with a disability and require accommodation in the application process.

For California applicants, qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.  All of the material job duties described in this posting are job duties for which a criminal history may have a direct, adverse, and negative relationship potentially resulting in the withdrawal of a conditional offer of employment.

Founded in 1940, Yoh operates from 75 locations throughout North America and is headquartered in Philadelphia, PA. Yoh was the nation’s first technology staffing firm. As a business unit of Day & Zimmermann, Yoh has a flourishing global footprint, as our parent company operates from more than 150 worldwide locations.
Company Website: https://www.yoh.com/