Executive Assistant Job at Phaxis in Miami

Our client, a leader in the luxury real estate industry is searching for an experienced Executive Assistant reporting directly to the Chairman and Chief Executive Officer. The Executive Assistant will provide executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chairman. The Executive Assistant also serves as a liaison to several senior management teams.

Essential Functions:

• Manage business and social calendar on behalf of the Chairman, schedule meetings and appointments, and discern what needs to be prioritized so that the calendar is consistently up to date.
• Act as gatekeeper and gateway to Chairman's time and office, thereby ensuring his schedule is followed and respected.
• Communicate in a polished and timely manner, directly and on behalf of the Chairman, with C-Suite executives and senior executives and their teams, both within the organization and with external clients and stakeholders on behalf of the Office of the Chairman.
• Arrange complex and ever-changing domestic and international travel itineraries, including private and commercial flights, car services, dining reservations, meetings/events and hotel accommodations.
• Monitor and manage flights, check ins, weather, troubleshooting logistical problems during travel days.
• Research, prioritize and follow up on incoming issues addressed to the Chairman, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Prepare and submit expense reports and resolve any issues with payment.
• Coordinate various events such as high-level business dinners and board meetings.
• Build and maintain strong working relationships with Regional CEO's, Sales Managers, Department Heads and fellow administrative staff.
• Assist with special projects and additional functions as requested.

Qualifications

• Minimum 5+ years of experience supporting a C-Level Executive.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and expert level written and verbal communication skills.
• Proven ability to handle confidential information with discretion.
• Must exercise good judgment in a variety of situations.
• Must have the ability to work independently on projects, from conception to completion.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.