Executive Assistant
2 days ago
Fort Lauderdale
Job DescriptionBenefits: • 401(k), • 401(k) matching, • Dental insurance, • Health insurance, • Paid time off Key Responsibilities Executive Support • Manage complex executive calendars, ensuring effective prioritization and conflict-free scheduling., • Coordinate appointments with internal teams, clients and external partners., • Prepare detailed meeting agendas, briefing materials, reports and executive-level presentations., • Attend meetings to record accurate minutes, document decisions and track action items., • Oversee all aspects of domestic and international executive travel, including flights, visas, accommodations, ground transportation, itinerary creation and handling any changes, refunds or credits., • Prepare and submit expense reports with accuracy and timeliness., • Serve as a trusted point of contact for executives, ensuring clear communication and professional representation.Operational & Administrative Management, • Organize and prioritize incoming communications, including calls, emails and requests., • Maintain organized systems for documents, confidential files and executive workspaces., • Oversee general office operations, including supply inventory and oversight, vendor coordination, workspace organization and FedEx shipping and supplies management., • Manage and maintain storage areas and inventory systems., • Oversee uniform inventory, including issuing uniforms and assisting team members., • Coordinate guest hospitality, including arrangements for internal and external visitors., • Prepare care packages, floral arrangements and birthday acknowledgments for team members., • Oversee maintenance scheduling and basic management of the PC Van.Project & Cross-Functional Collaboration, • Assist in managing special projects and company initiatives across departments., • Coordinate tasks, set deadlines, track milestones and ensure timely completion., • Collaborate closely with Marketing and other departments on materials, presentations, logos, signage, digital assets and creative needs., • Conduct basic research, compile data and support strategic planning efforts., • Identify and address obstacles proactively, recommending solutions to keep projects on track.Event & Program Management, • Support the planning and execution of company events, meetings, conventions and executive programs., • Organize logistics, timelines, communications and vendor coordination., • Prepare event materials, including presentations, signage, branding and messaging., • Serve as an on-site event lead, managing staff, supporting attendees and ensuring smooth execution., • Provide hospitality and support for executives and special guests., • Manage or support key company programs and special events, including:, • Presidents Circle, • PuroClean Classic, • NLC, • On the Move initiatives, • Conduct post-event evaluations and provide recommendations for future improvement.Relationship Management, • Build and maintain strong, professional relationships with internal team members, external partners, vendors and stakeholders., • Ensure a positive experience for guests, executives and event attendees through proactive communication and high-quality service.Qualifications, • Bachelors degree or equivalent work experience preferred., • 3-7 years of experience supporting senior executives, preferably in a fast-paced or high-growth environment., • Exceptional organizational and time-management skills., • Strong written and verbal communication abilities., • High degree of discretion, professionalism and sound judgment., • Proficiency with Microsoft Office Suite, Google Workspace and related productivity tools., • Advanced proficiency in Microsoft PowerPoint; ability to create professional, polished presentations., • Ability to multitask, prioritize responsibilities and adapt to shifting demands., • Strong problem-solving abilities and the ability to work independently., • Must possess a valid passport and be able to travel internationally as needed.Key Competencies, • Proactive and resourceful, • Highly detail-oriented with strong accuracy, • Professional judgment and confidentiality, • Strong interpersonal and relationship-building skills, • Adaptability, resilience and calm under pressure, • Event and project management aptitude, • Strong follow-through and accountability, • Strong hospitality skills with a service-oriented mindset