Executive Assistant Job at Envision Staffing Solutions in Boca Raton

Our Client is a dynamic and rapidly growing restoration, construction, and roofing company dedicated to serving our commercial clients and becoming an extension of their risk and asset management teams. They are seeking a highly organized and proactive Executive Assistant to provide unparalleled support to our Chief Executive Officer. Their CEO actively engages in various areas, with a primary focus on sales/client relationships and team building.

If you thrive in a fast-paced environment and possess the skills and qualities we seek, we invite you to apply.

ESSENTIAL DUTIES & RESPONSIBILITIES:
As the Executive Assistant to the CEO, you will play a critical role in ensuring seamless operations and effective time management for our CEO. Your primary responsibilities will include:

• Contact Management:

• Manage contacts both in CRM and Outlook to maintain an accurate and up-to-date contact list.

• Email Management:

• Clear large quantities of emails as necessary.
• Identify important emails for review and clear out less relevant emails to prioritize follow-ups.

• Calendar Management:

• Effectively manage and prioritize the CEO’s schedule, ensuring optimal use of time and alignment with strategic priorities.
• Schedule and coordinate internal and external meetings, conferences, and appointments, considering time zones and travel plans.
• Plan travel to maximize client interactions.

• Communication and Information Flow:

• Understand the business needs and content to facilitate effective communication within the executive team and across the organization.
• Act as a point of contact for key clients to schedule meetings and follow-ups.

• Expense Management:

• Manage all expense reports for the CEO and his direct reports, ensuring compliance with policies and approving by deadlines.

• Personal Calendar Management:

• Follow a complex time-sharing schedule, including multiple dependents.
• Create an effective calendar and communication tool for multiple stakeholders.
• Assist with personal tasks, such as coordinating caregivers or purchasing gifts for children’s events.

• Agenda Planning and Preparation:

• Anticipate the CEO’s needs and preferences, preparing comprehensive agendas for meetings and events.
• Conduct thorough research and gather necessary materials to ensure the CEO is well-prepared for engagements.

• Travel Coordination:

• Arrange complex travel itineraries, including flights, accommodations, and ground transportation, considering the CEO’s preferences and schedule constraints.
• Optimize travel plans to maximize meeting opportunities and create efficient schedules.
• Prepare travel documents and provide detailed itineraries to ensure smooth travel experiences.

• Task Prioritization and Follow-Up:

• Prioritize tasks and projects based on urgency and importance, ensuring deadlines are met.
• Follow up on action items and commitments made by the CEO, tracking progress and providing regular updates.
• Create best practices for prioritizing tasks and managing information efficiently.

• Confidentiality and Discretion:

• Handle sensitive information with the utmost confidentiality and discretion.
• Maintain a high level of professionalism and integrity in all interactions and communications.

• Other Duties:

• Perform other related duties and assignments as required.