Executive Assistant Job at Greenbox Capital in Miami

The Executive Assistant to the CEO ensures the smooth and efficient operation of the CEO's daily schedule, communications, and key initiatives. The EA manages the CEO's calendar, prioritizes meetings and travel arrangements, and acts as the primary point of contact between the CEO and internal/external stakeholders. The EA also performs various administrative tasks, from coordinating projects and events to ensuring the completion of key tasks.

Key Responsibilities:

• Manages the CEO's calendar, scheduling appointments, meetings, and making travel arrangements, ensuring efficient use of time. Prioritize and coordinate both internal and external meetings, adjusting to changes and last-minute requests. Prepares agendas, materials, and follow-up items for CEO meetings.
• Helps CEO manage various personal errands and various tasks to support CEO to focus on the business objectives.
• Plans and arranges detailed travel itineraries, including flights, accommodation, and transportation, while keeping track of expenses. Prepares travel documentation and ensure the CEO's schedule is maintained while traveling.
• Assists in organizing and tracking key company projects, ensures deadlines are met and deliverables are on target. Coordinates with various departments and teams to gather necessary information or support on projects as directed by the CEO.
• Oversees the organization and administration of office systems, equipment, and supplies to ensure smooth daily operations. Helps manage and streamline operational processes to improve efficiency. Assists in organizing company events, board meetings, or client events, ensuring all logistical aspects are handled smoothly.
• Supports the People and Culture team as needed with various administrative tasks.

Education and Functional Experience

1. Bachelor's degree in Human Resources or related field with preference given to prior recruiting experience in the financial technology or lending industry.
2. Minimum of 3 years of experience supporting executives in a professional setting.
3. Proficient in using various Microsoft Office tools required.
4. Demonstrated ability to maintain the highest levels of integrity and confidentiality.

Behavioral/Skill Requirements

• Demonstrated ability to analyze complex issues and use sound judgment to evaluate data, can easily draw conclusions, and make recommendations. Can easily explore alternative solutions, think creatively, and break down problems to understand their root causes.
• Demonstrated ability to learn from experience, can easily adapt to new situations, and apply lessons learned to achieve success.
• Demonstrated ability to acknowledge mistakes and seek feedback for self-improvement. Is open-minded and explores new ways to approach challenges.
• Prior experience setting goals and delivering quality outcomes. Takes ownership and shows a sense of urgency in reaching objectives, measuring progress, and persistently working to overcome obstacles.
• Demonstrated ability to navigate uncertainty and change, while remaining productive even in unclear situations. Maintains focus and composure even when under pressure. Can quickly shift priorities as needed and find ways to move forward without having all the answers.
• Demonstrated ability to prioritize and understand customer needs, both internal and external customers. Understands how one's actions impact others and makes adjustments to align with team and organizational needs.
• Prior experience building and maintaining strong relationships with a wide range of people, demonstrating an understanding of social cues and adapting communication to different audiences. Balances assertiveness with diplomacy, fostering trust and cooperation.