Harvard Maintenance is hiring: Executive Administrative Assistant in Miami

Executive Administrative Assistant

Job Site Location

US-FL-Miami

Job ID

2024-29941

Category Portal Searching

Office Administration

Hire Type

Full-Time

Position Objective

Company Overview:

The Harvard Companies include entities working to serve the business community in the janitorial and protection services areas. Harvard Maintenance and Harvard Protection are two of the largest and fastest growing, privately owned providers of high quality janitorial and security services in the United States. We are an industry leader and are well known for our innovative thinking and entrepreneurial spirit. Our success over the last fifty years stems from Harvard's Inverted Pyramid, which recognizes that our front-line employees are the most important people in our organization. The Inverted Pyramid ensures that our employees feel valued, are given the tools to be successful, and are empowered to execute in their roles. People are also at the center of our Core Values. Our People First core value clearly states that "we are a family organization that promotes respect and embraces diversity".

Job Summary:

The Executive Administrative Assistant will provide dedicated, high-level support to the company's CEO's, CFO and CRO. This position is essential in maximizing the effectiveness of these key leaders by managing and coordinating activities that contribute to the organization's growth and success. This role requires a proactive, discreet professional capable of managing complex schedules, communications, and special projects with minimal oversight.

This highly visible role will serve the business while maintaining relationships with customers, vendors, business partners, and employees. Discretion and confidentiality are core requirements for this role.

Essential Duties and Responsibilities

Independently manage, prioritize, and set Executives' business schedules and calendars, including meetings and conference calls.
• Independently act as business "gate-keeper" to Executive availability
• Screen Executive calls and independently determine and route, take detailed messages and field requests for information
• Proactively and independently address highly confidential and sensitive matters
• Independently plan and manage special events as requested; including identifying venues and catering, etc., and negotiating/determining Company's financial commitment for such events while maximizing value to Company
• Participate in special projects and engage with all executive team members
• Contribute to effectiveness by participating in meetings, taking notes and tracking action items
• Independently represent Executives in responding to internal and external communications, including customers, internal staff and industry colleagues
• Manage travel requirements and expense reporting as required
• Develop and demonstrate a full working knowledge of the Company's structure, management team, policies and procedures to ensure the above responsibilities are properly executed
• Support Executives in independently creating presentations, reports, and written communications
• Other duties as assigned

Knowledge and Skill Requirements

• Bachelor's Degree required or equivalent experience
• (7-10) years minimum related experience directly supporting C-Suite executives
• Excellent judgment to perform duties independently using high level of discretion and confidentiality
• Outstanding organizational skills with an ability to think proactively and prioritize work
• Professional demeanor with a mindset of service and accomplishment
• Bilingual (English and Spanish) preferred
• Advanced Outlook, Certify expense reporting, Microsoft Excel and PowerPoint skills required
• Excellent oral and written communication skills required

Compensation

Harvard is offering a competitive salary structure including benefit package with medical, dental, life, and long-term disability (LTD) insurance along with 401K Savings Plan.

Equal Opportunity Employer