Executive Assistant Job at CGC Group Inc. in Miami

Position Objective:

The Executive Assistant responsible for simplifying the CEO's workload, making his high-level decisions possible. This role directly impacts company growth and operational success. The Executive Assistant needs to create and monitor company project progress, set deadlines, solve issues as they arise, create a budget, and evaluate project performance, including the performance of the team members. The role is to provide high-level assistance to ensure the CEO operates efficiently.

Position responsibilities are not limited to the following list:

Executive Assistant:

1. Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
2. Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
3. Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO's style
4. Work closely with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
5. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO's needs in advance of meetings, conferences, etc.
6. Maintain open communications with the Operations team, including meeting regularly with their shipping and receiving coordinator and providing information and documents as needed.
7. Assist Human Resources with the coordination of all Management Team meetings and retreats and assist with staff meetings and events as needed.
8. Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the management team. Complete projects by assigning work to appropriate staff, on behalf of the CEO.
9. Work with the management and office teams to coordinate the CEO's outreach activities.
10. Follow up on contacts made by the CEO to cultivate ongoing relationships.
11. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
12. Invest in building long-lasting relationships both externally and internally.
13. Manage other projects/duties as assigned for the overall benefit of the organization

1. Support AR collections process including visits to the post office and bank deposits when needed.

Project Management:

1. Develop a detailed project plan, scope and objective while ensuring resource availability and allocation for the flawless execution of the project.
2. Build and develop the project team to ensure maximum performance by providing purpose, direction, and motivation.
3. Ensure all projects are delivered on time, within budget and scope.
4. Coordinate with cross-disciplined team members to ensure that all parties are on track with project requirements, deadlines, and schedules.
5. Report project outcomes and/or risks to the management team and escalate issues, as needed.
6. Establish and maintain relationships with stakeholders, providing day-to-day contact on project status and changes.
7. Perform risk management to minimize project risks.
8. Establish and maintain relationships with third parties/vendors.
9. Coordinate internal and external resources to ensure that projects adhere to scope, schedule, and budget.
10. Analyze project status and, when necessary, revise the scope, schedule, or budget to ensure that project requirements can be met.
11. Assign and monitor resources to ensure project efficiency and maximize deliverables.
12. Perform quality control on the project throughout development stage to maintain the standards expected.
13. Establish effective project communication plans and ensure their execution.
14. Ensure compliance with federal, state, local, industry, contractual, and company regulations standards, specifications, and best practices.
15. Responsible for coordinating all communications regarding the day-to-day operations and the support departments.
16. Perform follow-up with departmental heads to ensure all tasks are completed in a timely and efficient manner.
17. Notify management when a department fails to comply with established policy and procedures.

Qualifications / Requirements:

1. Bachelor's degree in business administration, business management, communications or related field.
2. Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or other high level secretarial positions.
3. Project management experience a plus.
4. Project Management Professional (PMP) certification a plus.
5. Business acumen.
6. Strong organizational skills with ability to manage conflicting priorities and meet deadlines.
7. Proven ability to solve challenging operational, administrative / organizational issues.
8. Excellent verbal and written communication skills both in English and Spanish.
9. Strong interpersonal skills and extremely resourceful.
10. Ability to complete projects according to the outlined scope, budget, and timeline.
11. Self-directed, requiring minimal supervision.
12. Collaboration - high level of initiative and proven team player.
13. Strong attention to deadlines and budgetary guidelines.
14. Proven success working with all levels of management.
15. Experience with project management software platforms a plus.
16. Budget management experience.
17. Travel required to attend industry trade shows and visit Ecuador.
18. Excellent analytical skills.
19. Proficient Microsoft Office
20. Ability to delegate effectively as requested by the CEO.
21. Flexible to changing circumstances.

Our company is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, veteran status, gender identity or expression, or any other basis protected by local, state or federal law.

This policy applies regarding all aspects of one's employment, including hiring, transfer, promotion, compensation, eligibility for benefits and termination.