Executive Assistant
Senior Administrative Assistant Job In Miami, FL
Executive Assistant to CEO - Hybrid Role
We're looking for a professional, proactive, highly-organized C-Suite Level Executive Assistant to play a key role in our growing team. In this role, you'll be responsible for assisting and acting as the gatekeeper for the CEO and founder of the company. If you love the idea of stepping into a versatile role and working closely with leadership, we want to hear from you! The work you put in will show up directly in immediate results and you'll see it. You'll be engaged with our clients, staff and referral sources and will be a key component in the development and growth of our business.
APPLICATION INSTRUCTIONS:
Prepare a short cover letter as follows:
The subject line of the cover letter should be your last name in ALL CAPS, followed by the position you are applying for in lowercase. (For example SMITH executive assistant to ceo)
Paragraph 1: Tell us about your real life superpower and how you'd use it here.
Paragraph 2: Tell us why you applied to this particular position.
Closing Sentence - Please write, I have read the instructions contained in the job posting and have followed the instructions.
Please keep the following in mind:
Applicants must complete the entire application process to be considered.
All requested assessments must be completed.
Emails from COtingency sent through your job posting platform may sometimes go to your SPAM folder. Please check your SPAM folder regularly for potential follow-up interview invitations.
BENEFITS:
Company benefits include Paid Time Off, comprehensive insurance benefits, 401(k) with company match, continuing education, and professional development opportunities. There are opportunities for bonuses based on performance.
Compensation:
$75,000 - $90,000 yearly
Responsibilities:
Manage office duties such as organizing filing systems and ordering office equipment and supplies
Report incoming information like phone calls, messages, memos, and emails to an executive
Support an executive with meeting preparation and take minutes
Other assistant duties as assigned from executives such as pick up orders, and other personal assistant tasks
Be the main point of contact for high-level executive
Manage schedules including itineraries, travel arrangements, and team meetings
Support the CEO in the preparation and scheduling of important events
Edit and post content to social media for CEO
Manage LinkedIn and related apps on behalf of the Owner
Qualifications:
Impeccable time management skills, organizational skills, interpersonal skills, and communication skills
Accustomed to working on strict deadlines and handling confidential information
Bachelor's degree or higher
At least four years as an executive assistant serving management
Is a problem solver who takes a proactive approach to task completion
Has an energetic, upbeat personality that fosters positive and engaging relationships
Proficient with technology (e.g. GSuite, project management, CRMs, etc.)
Detail-oriented, organized, and able to manage multiple tasks simultaneously.
Possesses excellent written and verbal communication skills
About Company
COtingency is a dynamic business consulting firm on the cutting edge of artificial intelligence dedicated to helping business owners create customized continuity and succession plans. We specialize in preparing founders for their exit by attempting to clone everything about them while enhancing the operational, financial, and relational aspects of their businesses. Our team is passionate about building strong, lasting relationships with clients while driving operational efficiency and growth.
You will have the opportunity to collaborate and grow with a dedicated team while having the tools and support needed to excel in your role. If you're ready to thrive in a fast-paced environment and contribute to meaningful relationships with clients, we want to hear from you!
#WHGEN2
Compensation details: 75000-90000 Yearly Salary
PIaf7998522a25-26***********3
Executive Assistant
Senior Administrative Assistant Job In Miami, FL
Executive Assistant to the National Manager
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our National Manager and branch operations. The ideal candidate will possess exceptional communication skills, attention to detail, and the ability to manage multiple tasks efficiently. This requires a proactive individual who thrives in a fast-paced environment and is passionate about driving efficiency and organizational success.
Compensation:
$27 - $33 hourly
Responsibilities:
Provide executive administrative support, including managing calendars and scheduling appointments.
Coordinate and oversee various projects, ensuring timelines and deliverables are met.
Serve as a personal assistant when required, handling confidential information with discretion.
Manage monthly Profit and Loss (P&L) reports, including expenses and profitability tracking.
Conduct initial recruiting calls to screen candidates and determine appropriate hand-offs to the National Manager.
Develop and coordinate presentations for various meetings and events.
Plan and manage travel arrangements and event details, including presentation materials.
Create and present weekly and monthly dashboards to track team and branch progress.
Identify and implement opportunities for enhanced efficiency within the branch and team operations.
Manage all marketing and social media efforts, including coordination, posting, and growth strategies.
Respond to messages and voicemails, booking meetings as necessary.
Serve as the liaison between the corporate office and the branch for onboarding and training new employees.
Qualifications:
Bachelor's degree preferred.
Relevant Experience preferred.
Proficiency in Microsoft applications (Outlook, Teams, Excel).
Strong project coordination abilities with a focus on meeting deadlines.
Experience in event planning and execution.
Excellent calendar management skills to prioritize competing demands.
Exceptional organizational and multitasking skills.
Proficiency in marketing, social media coordination, and presentation tools.
Ability to analyze data and create actionable reports.
About Company
Cornerstone First Mortgage is a full-service mortgage bank headquartered in San Diego, Licensed in 48 states. All aspects of the loan process (processing, underwriting, and funding) are conducted in-house. We have grown exponentially over the past few years, and are always looking for driven and motivated individuals to join our team.
*************
#WHRE2
Compensation details: 27-33 Hourly Wage
PIb2f78de8894b-26***********7
Senior Personal/Executive Assistant to UHNW CEO/Individual and Family - Family Investment Office
Senior Administrative Assistant Job In Boca Raton, FL
Our client, a well-Known Family Investment Office, is seeking a new Senior Personal (70%)/Executive (30%) Assistant to support an UHNW CEO/Individual and his Wife/Family in their Palm Beach, FL Office. The CEO this person will primarily be supporting is connected to a sports franchise and very politically involved. The Senior PA/EA will play a critical role in supporting the CEO with daily operations, managing schedules, coordinating meetings, and handling confidential information with the utmost discretion. Candidates must have a minimum of 5-8+ years of applicable high-level/C-level EA/PA experience supporting a well-known/prestigious UHNW CEO/Individual and/or Family in a family office or similar high-demand environment, and a Bachelor's degree is strongly preferred/required. Must also have a valid driver's license and experience coordinating private aviation (required) - yacht coordination and boat crew experience is a huge plus. All candidates MUST be able to pass an extensive and detailed background security check, including criminal/civil/etc. and also requiring all social media to be private. This person will be the more senior of the two Assistants (great team to work with!) and should be incredibly positive, organized, flexible, proactive, polished, professional, adaptable, funny/humorous, team oriented/easy to work with, extremely confidential/discreet, with a "no task is too big or small" mentality and a calm, “cool under pressure” demeanor who is accustomed to and can thrive in an incredibly fast-paced ever-changing environment and can contribute to the overall efficiency of the office. This UHNW CEO/Individual/Family is Amazing - so nice, funny, down to earth, etc. Only the best of the best should apply to this one-of-a-kind role!
Salary depends on experience (150-160k ALL IN compensation package, which includes base and year-end discretionary bonus), 80% company paid benefits, 401k match, very generous PTO policy, amazing/cool perks!!
Hours are 9:00am-5:00pm, but definitely need to be available after hours/on weekends as needed. 5 days in office (based in Palm Beach, FL). Open to candidates who are currently based in or around Palm Beach, FL or willing/open to relocating there.
Responsibilities:
Executive Support:
Provide high-level executive business and personal administrative support to the CEO, including managing calendars, scheduling appointments, and organizing meetings.
Coordinate and prepare materials for meetings, presentations, and reports.
Handle confidential and sensitive information with the highest level of discretion.
Communication:
Serve as the primary point of contact between the CEO and internal/external stakeholders.
Screen and manage phone calls, emails, and other correspondence.
Draft, proofread, and edit documents, emails, and communications on behalf of the CEO.
Office Management:
Oversee the day-to-day operations of the office, ensuring a smooth and efficient work environment.
Manage office supplies, equipment, and facilities.
Coordinate travel arrangements, including flights (private aviation, helicopters, yachts, etc.), accommodations, and itineraries.
Project Management:
Assist with special projects and initiatives as directed by the CEO.
Conduct research and gather information to support decision-making processes.
Event Planning:
Plan and coordinate events, private dinners, receptions and business functions.
Manage logistics, invitations, and on-site support for events.
Relationship Management:
Build and maintain strong relationships with key stakeholders, including clients, partners, and vendors.
Handle inquiries and requests from family members and other VIPs with professionalism and efficiency.
Personal Tasks:
Finding and ordering items online.
Scheduling appointments (e.g., doctor's visits, car maintenance).
Conducting research on specific topics or gathering information.
Researching local services or businesses (e.g., finding a new dentist or gym).
Coordinating with pharmacies for refills and new prescriptions.
Required Qualifications:
Minimum 8-10+ years of applicable high-level/C-level experience supporting an UHNW CEO/Individual and/or Family in a family office or similar high-demand environment.
Bachelor's degree strongly preferred/required.
Must be able to pass an extensive and detailed background security check, including criminal/civil/etc. and requiring all social media to be private.
Valid driver's license required.
Experience with private aviation required.
Experience with yacht and/or boat crew coordination a huge plus.
Must be extremely confidential/discrete.
Team oriented, easy to work with.
Calm, “cool under pressure” demeanor.
Accustomed to working in an incredibly fast-paced, ever-changing environment.
Extremely organized, detail oriented.
Positive, flexible, proactive, and adaptable.
Funny/humorous.
Polished and professional.
If you meet the required qualifications and are interested in this role, please apply today.
The Solomon Page Distinction
Our teams, comprised of subject matter experts, develop an interest in your preferences and goals and we act as an advisor for your career advancement. Solomon Page has an extensive network of established clients which allows us to present opportunities that are well-suited to your respective goals and needs - this specialized approach sets us apart in the industries we serve.
About Solomon Page
Founded in 1990, Solomon Page is a specialty niche provider of staffing and executive search solutions across a wide array of functions and industries. The success of Solomon Page reflects an organic growth strategy supported by a highly entrepreneurial culture. Acting as a strategic partner to our clients and candidates, we focus on providing customized solutions and building long-term relationships based on trust, respect, and the consistent delivery of excellent results. For more information and additional opportunities, visit: solomonpage.com and connect with us on Facebook, and LinkedIn.
Opportunity Awaits.
Executive Assistant to President/CEO
Senior Administrative Assistant Job In Viera West, FL
The Executive Assistant to the President/CEO will at all times maintain a spirit and standard of excellence in ministry and put the mission's purposes ahead of personal agendas, while upholding the name of Jesus Christ.
PERSONAL CHARACTERISTICS
The Executive Assistant to the President/CEO must be a self-starter who can plan, organize, administrate and complete work with limited oversight. The traits of Christ-centered, godly, servant-leadership, integrity, decision-making, problem-solving, creativity, visionary, friendliness, confidentiality, flexibility, hospitality, helpfulness, and the ability to meet deadlines and set priorities are necessary for this position.
GENERAL LEADERSHIP DUTIES
Ø Receive, prioritize and organize job assignments from President by phone and e-mail
Ø Coordinate executive meetings in person, via telephone and Zoom.
Ø Facilitate relationship-building through managing written presidential correspondence
Ø Interact with people via phone and email regarding items relating particular to the president
Ø Update President weekly on the implementation and status of travel, contacts and projects.
Ø Maintain an electronic and paper file system
Ø Coordinate the shipping of ministry resources to President's speaking engagements.
Ø Keep confidentiality of president, pastors, constituents, and colleagues
SPECIFIC SKILLS REQUIRED
Computer Software Applications: Microsoft Suite
Education: BA College Degree or higher and at least 3 years managerial experience.
Senior Executive Assistant
Senior Administrative Assistant Job In Miami, FL
Senior Executive Assistant to $150K - Fantastic Job Opportunity!
Our client, a leading pharmaceutical company, is in search of a highly detailed, professional, and senior level Executive Assistant to the Senior Leadership Team! In this role, you will be collaborating with other Executive Assistants to complete all tasks needed by the leadership team, including but not limited to personal and professional multi-city international and domestic travel, expenses, Board preparation, and daily ad-hoc needs. Additional responsibilities include facilitating committee and direct report meetings, maintaining organized files, coordinating executive outreach and external relations, and more. The qualified candidate will have 7+ years of experience supporting c-level executives, high proficiency in MS Office Suite, possesses clear, precise communication skills, exceptional organizational skills, and can give flexibility with work hours. This position requires superior professionalism, and the ideal candidate is a model of proactiveness, credibility, and trustworthiness. Join this global pharmaceutical company offering a hybrid work model!
Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: *****************************************
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting *************
Benefits Information:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)
Executive Assistant
Senior Administrative Assistant Job In Orlando, FL
Full Job Description Acts as assistant to President, and Senior Leadership Team as required. May provide direction to administrative support staff if required. Individual must be able to maintain confidentiality, work independently, demonstrate good judgment, self-discipline, and function effectively with minimal direction. Managerial experience is required for this position as well as excellent verbal, written and interpersonal communication skills.
Responsibilities
• Handles confidential documents, plans and correspondence involving senior management company-wide.
• Arranges detailed travel itineraries and meeting schedule. Prepares and submits expense reports.
• Coordinates schedules, arranges travel itineraries, and submits expense reports.
• Attends Senior Leadership Meetings preparing necessary documentation for those meetings, taking meeting minutes/notes and follows up on action items.
• Actions special projects as assigned by the President and the Senior Leadership Team.
Qualifications
Bachelor's degree
• C-Suite Managerial experience
• Eight to ten years previous experience
• Most recent Executive Assistant experience to a senior executive level, C-Suite position with the following demonstrated abilities:
o Experience in handling multiple calendars and global meeting schedules
o Proven ability to work independently, and in a team-oriented environment
o Strong analytical and problem-solving skills
o Ability to organize and prioritize work; and be resourceful, open and agile when priorities change.
o Excellent planning and organizational skills, attention to detail. Able to maintain confidentiality.
o Strong interpersonal, written and oral communication skills with proficiency in Microsoft Office products including but not limited to PowerPoint, Word, Excel, OneNote, Teams, Visio, and Outlook.
o Experience using Jira and Confluence a plus.
• The anticipated base salary range for this position is $70K-90K. Exact salary depends on several factors such as experience, skills, education, and budget. In addition to base salary, this position is eligible for participation in a bonus program based on performance and company results.
MCAP offers a variety of benefits to eligible employees, including health insurance coverage, retirement savings plans, paid holidays and vacation time, and others.
Senior Executive Assistant
Senior Administrative Assistant Job In Tampa, FL
Job Title: Executive Assistant to the C-Suite
Type: Full-Time
About Irys: Irys is a pioneering insurtech company revolutionizing insurance distribution with cutting-edge technology solutions. We aim to enhance efficiency and user experience for insurance professionals and consumers through our intuitive, human-centric software platforms.
Position Summary:
The Executive Assistant will serve as a critical partner to the C-Suite, managing communications, coordinating schedules, planning travel, and ensuring all operational and administrative tasks are handled efficiently. This role requires exceptional organizational skills, strong communication abilities, and the aptitude to handle a range of responsibilities with professionalism and discretion.
Key Responsibilities:
Executive Communication:
Draft, proofread, and send emails on behalf of C-Suite executives to diverse audiences, including executive assistants, CEOs, and other stakeholders.
Serve as a liaison between the C-Suite and internal/external parties to ensure effective communication.
Calendar and Schedule Management:
Maintain and organize executive calendars, ensuring all meetings and commitments are properly scheduled and prioritized.
Anticipate scheduling conflicts and proactively resolve them.
Travel Coordination:
Plan and organize domestic and international travel, including flights, accommodations, and ground transportation.
Prepare detailed travel itineraries and ensure executives are well-informed of all travel details.
Event and Logistics Planning:
Coordinate logistics for meetings, conferences, and events, including venue selection, catering, and material preparation.
Review event plans and ensure seamless execution.
Timeline Management:
Track key dates, deadlines, and deliverables for projects and events.
Break down long-term deadlines into actionable tasks and ensure timely completion of all requirements leading to the end goal.
Administrative Support:
Manage expense reports, purchase requests, and vendor invoices.
Maintain organized digital and physical filing systems for easy access and reference.
Discretion and Confidentiality:
Handle sensitive information with utmost discretion and confidentiality.
Ensure professional representation of the C-Suite in all interactions.
Qualifications:
Proven experience as an Executive Assistant or in a similar role supporting senior executives.
Exceptional organizational and time-management skills.
Strong written and verbal communication abilities, with a professional tone and attention to detail.
Proficiency in commonly used software (Word, Excel, PowerPoint, Google Suite) and scheduling tools (e.g., Outlook, Google Calendar).
Ability to plan and prioritize tasks in a fast-paced environment.
Strong problem-solving skills and the ability to anticipate needs.
Experience coordinating travel and event logistics.
Demonstrated ability to work with high levels of discretion and confidentiality.
Preferred Skills:
Familiarity with project management tools (e.g., Canva, Trello, Jira) for timeline tracking.
Experience in a corporate or high-growth startup environment.
Bachelor's degree in Business Administration, Communications, or a related field.
What We Offer:
A dynamic and supportive work environment with opportunities for professional growth and development.
Competitive salary and benefits package, including health, dental, and vision insurance, and participation in the company stock plan.
Flexible work arrangements to help balance personal and professional commitments.
Executive Assistant/Operations Coordinator
Senior Administrative Assistant Job In Boca Raton, FL
We are seeking a Executive Assistant/Operations Coordinator to join our client's team. This position requires a detail-oriented individual who excels in administrative tasks and possesses strong organizational skills. The ideal candidate will be responsible for supporting various operational functions, enhancing productivity, and providing exceptional customer service.
Duties
Manage day-to-day administrative tasks to support office operations.
Perform data entry and maintain accurate records, ensuring all files are organized and up to date.
Serve as a personal assistant to senior management, coordinating schedules and meetings.
Provide customer support by addressing inquiries and resolving issues promptly.
Exhibit excellent phone etiquette while handling incoming calls and directing them appropriately.
Assist with front desk responsibilities, greeting visitors, and managing office communications.
Collaborate with team members to streamline processes and improve operational efficiency.
Maintain an organized workspace and ensure that office supplies are stocked.
Requirements
Proven experience in an administrative or operations role is preferred.
Strong data entry skills with attention to detail for accurate record keeping.
Excellent organizational skills with the ability to manage multiple tasks effectively.
Proficient in customer service principles, demonstrating a commitment to client satisfaction.
Familiarity with office equipment and software applications relevant to administrative tasks.
Exceptional communication skills, both verbal and written, to interact effectively with team members and clients.
Ability to work independently as well as part of a team in a fast-paced environment.
Executive Assistant to Executive VP of Sales
Senior Administrative Assistant Job In Miramar, FL
Financial Services Organization headquartered in Miramar, Florida is seeking enthusiastic, self-motivated, In-office Executive Assistant to join their Corporate Sales team. This high-profile position has the opportunity to work with every aspect of the company and clients in assisting the Executive Vice President of Sales in all daily sales and administrative functions of the department. The ideal candidate will provide comprehensive, administrative and logistical support by managing calendars, coordinating client interactions, preparing sales materials, tracking leads, and ensuring smooth sales operations, requiring strong communication and organizational skills to facilitate efficient deal closure. They will be the primary point of contact for some of UTA's largest corporate accounts. The overall goal is to be able to build these relationships and ultimately ensure client satisfaction.
Essential Duties and Responsibilities:
Assisting in drafting sales presentations, client specifications, progress reports, general correspondence, business development proposals, client profiles, etc.,
Provide back-up detail to our major accounts. Including monthly corporate reports and additional reporting as the client requests.
Prepare and/or complete corporate administrative forms (electronic and hard copy), during the sales process.
Prepare and organize sales documents, presentations, and reports.
Maintain accurate records of sales activities, expenses, and client interactions.
Facilitate communication between the sales team and other departments within the organization.
Assist in ensuring all sales mature as expected to achieve estimated revenue
Will be the primary contact for large corporate accounts assisting the Executive VP of Sales.
Assisting in ongoing projects, including convention planning, scheduling of business and sales meetings, sales and client projects.
Working with every department in the company to follow up and maintain major accounts and their needs.
Setting up new accounts including contracts and working with all departments to make sure processes is concluded to the satisfaction of the client.
Qualifications:
To perform this job successfully, an individual must have:
Minimum of 5 years' administrative experience in a sales environment.
Excellent communication and interpersonal skills
Strong organizational and time management abilities
Detail-oriented with a focus on accuracy
Ability to prioritize tasks and manage multiple projects simultaneously
Typing skills of 60+ wpm. Advanced word processing skills.
Effective written and oral communication skills, including command of the English language and grammar, spelling and proofreading skills.
Adept with computer systems, including a familiarity with word, excel and publisher.
An affinity for numbers and basic business skills.
Professional demeanor and ability to maintain confidentiality.
Flexible
Committed to quality service and Client satisfaction
Demonstrate initiative and resourcefulness
Dependable
EDUCATION and/or EXPERIENCE
High school education required; college degree desired and five years' minimum administrative experience at an executive level position
LANGUAGE SKILLS
Ability to read and comprehend instructions in English. Ability to write professional correspondence. Ability to effectively present information one-on-one, with customers, executives, and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percentage.
COMPUTER SKILLS
Proficient in Microsoft Office Products - Excel, Word, PowerPoint, Outlook
JOB TYPE:
Full-time, In-Office Position
Executive Administrative Assistant
Senior Administrative Assistant Job In Florida
Are you ready to take the next step in your career with a company that values innovation, collaboration, and professional growth? Look no further! AgeWave Solutions, a design firm renowned for delivering exceptional architectural and engineering design solutions where we pride ourselves on quality design, precision, and client-focused service. We are seeking a dedicated, highly organized and proactive professional to join our team as a full-time Executive Assistant. In this role, you'll provide comprehensive executive support to our leadership while also managing key aspects of office operations, project coordination, and financial oversight. You'll enjoy a competitive salary, a robust bonus structure, and a comprehensive benefits package.
Position Overview:
As an Executive Assistant at AgeWave Solutions, you will be a pivotal member of our executive leadership team, reporting directly to the CEO, COO and VP of Architecture in our state-of-the-art office in the greater Orlando area. Your role will ensure that our day-to-day operations run smoothly, enabling our leaders to focus on strategic priorities and innovative project development.
Key Responsibilities:
Office Administration: Manage daily office operations and support general administrative functions, including maintaining databases, records, and filing systems. Assist with recruitment, and onboarding of new e
mployees.Calen
dar & Schedule Management: Coordinate complex calendars and manage executive appointments with precision.Proje
ct Coordination & Financial Oversight: Support project managers with document control, maintaining contracts, permits, and project records. Assist with tracking project timelines, deliverables, and deadlines. Oversee invoicing, accounts payable/receivable, and expense tracking in coordination with the finance team.Trave
l Coordination: Arrange domestic and international travel, including itineraries, accommodations, and logistical details.Commu
nication Support: Oversee email and phone correspondence, ensuring timely and professional communication. Act as a liaison between employees, leadership, clients, and external partners.Meeti
ng & Event Coordination: Organize meetings, prepare agendas, and facilitate both internal and external events.Docum
ent Preparation: Draft, edit, and format high-quality documents, presentations, and reports.Expen
se Management: Process, track, and reconcile expense reports and budgets.Resea
rch & Reporting: Conduct research and compile data to assist in executive decision-making.Confi
dential Support: Handle sensitive information with discretion and maintain strict confidentiality.
Qualifications:
Excellent verbal and written communication skills.
Strong organizational abilities and meticulous attention to detail.
Proven experience in high-level executive or C-suite support.
Experience with bookkeeping, AR/AP, invoicing, and financial reconciliation.
Proficiency in Microsoft Office Suite and familiarity with digital scheduling tools.
Ability to manage multiple tasks in a fast-paced, dynamic environment.
A proactive, self-motivated attitude paired with a high degree of professionalism and discretion.
Experience in the engineering, architecture, or design sectors is a plus.
Familiarity with project management tools such as Monday.com, Unanet, QuickBooks is advantageous.
Why Join Us:
At AgeWave Solutions, we embrace a culture that promotes collaboration, creativity, and innovation-built on our core values of Hard Work, Hospitality, Stewardship, and Innovation & Creativity. We are a small firm making a significant impact on our community by delivering creative, high-quality design solutions. We're committed to your professional development by offering ongoing training, mentorship, and opportunities for advancement. Enjoy a highly competitive salary, an excellent merit-based bonus structure, fully paid health insurance for you and your dependents, retirement plans, and generous paid time off. Here's why you should consider joining our team:
Commitment to Employee Growth: We invest in our employees through ongoing training, mentorship, and opportunities for advancement.
Collaborative Culture: We foster an environment where teamwork and open communication are paramount-your ideas are valued here. Engage in challenging projects that make a positive impact on communities.
Innovative Work: Work on exciting projects that push boundaries and create a tangible impact in our local community and beyond. Thrive in a supportive, team-oriented environment that fosters creativity and professional growth.
Competitive Compensation & Benefits: Enjoy a highly competitive salary, a robust bonus structure, fully paid health insurance for you and your dependents, retirement plans, and paid time off.
Pay: Highly competitive salary with excellent bonus structure
Job Type: Full-time
Schedule: 8-hour shift Monday - Friday with occasional work outside of normal working hours (limited)
Ability to Commute: Middleton, FL 34762 (Required)
Ability to Relocate: Middleton, FL 34762: Relocate before starting work (Required)
Work Location: In person
If you're a proactive, detail-oriented professional ready to support executive leadership in a dynamic and innovative environment, we'd love to hear from you. Join us at AgeWave Solutions and help shape the future of architectural design and structural engineering excellence
Executive Assistant
Senior Administrative Assistant Job In Saint Petersburg, FL
ABOUT THE MUSEUM
The Florida Holocaust Museum (The FHM) honors the memory of millions of innocent men, women and children who suffered or died in the Holocaust. One of the largest Holocaust museums in the country, The FHM is dedicated to teaching members of all races and cultures to recognize the inherent worth and dignity of human life in order to prevent future genocides. One of only three American Alliance of Museum (AAM) accredited Holocaust museums, The FHM boasts an outstanding collection of contemporary visual art as well as the largest Holocaust research library in the Southeastern United States. Its permanent exhibition highlights the artifacts, photographs, documents and testimonies of Holocaust Survivors and Liberators who came to settle in Florida. Please visit ************** for more information about The FHM and its programs.
ABOUT THE POSITION
The Florida Holocaust Museum is seeking dedicated and detail-oriented Executive Assistant to join our team. In this vital role, you will provide comprehensive administrative support to our Chief Executive Officer (CEO), helping to advance our mission and enhance organizational effectiveness. The ideal candidate will be proactive, resourceful, and passionate about our cause, with a strong ability to manage multiple priorities in a fast-paced environment.
You will play a key role in facilitating communication, coordinating events, and ensuring that our Chief Executive Officer can focus on strategic initiatives.
DUTIES & RESPONSIBILITIES
Manages and assess daily needs and priorities of the CEO, including complex calendar management.
Facilitates CEO's email and written correspondence.
Serves as first point of contact and liaison with a high level of confidentiality for all the CEO's contacts, including Board members, donors, government officials, artists and others.
Receives visitors, telephone calls and mail for CEO; ascertains nature of business and personally handles those requesting routine information, appointments and tasks; directs remainder to appropriate official/staff.
Schedules appointments for the CEO; coordinates and schedules meetings on- and off-site; makes travel arrangements, as necessary.
Maintains files and records for the CEO.
Coordinates and completes projects and administrative assignments as directed by the CEO.
Coordinates Board of Directors and Committee meeting schedules; collects RSVPs for quorum; prepares meeting packets; attends meetings and takes minutes; follows up on action points.
Maintains Board of Directors files. Assists board members with a variety of organization specific requests.
Participates in certain organization committees as required. Attends committee meetings on behalf of the CEO as required.
Other duties as assigned.
QUALIFICATIONS
Education and Experience
Bachelor's degree or equivalent experience.
Minimum of 5 years of experience as an executive assistant or in a similar high-level administrative role.
Proven experience in managing executive-level calendars and coordinating complex travel arrangements.
Knowledge, Skills, and Abilities
Strong written and verbal communication skills, with attention to detail and accuracy.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
Demonstrated ability to handle sensitive information with confidentiality and professionalism.Demonstrate ability to deal with the Board, public, volunteers, and staff in a professional, effective and courteous manner.
Demonstrate ability to independently prepare agendas, meeting minutes, and related complex or confidential correspondence.
Previous experience in a nonprofit or cultural institution is a plus.
Availability to work evenings, weekends, and holidays as needed.
Commitment to the mission and core values of The FHM.
PHYSICAL REQUIREMENTS
Prolonged periods of time sitting at a desk and working on a computer.
Must be able to lift 10 lbs. at times.
Ability to assist with event set up.
SUPERVISORY RESPONSIBILITY
None.
Executive Assistant
Senior Administrative Assistant Job In Aventura, FL
EXECUTIVE ADMINISTRATIVE ASSISTANT TO CEO
Location: Aventura, FL - Job is In-Office; hours 9:30am-7pm (Fridays until 5pm); additional hours may be required
Balfour & co. is one of the world's leading collegiate and high school commencement services companies, offering innovative, personalized products like class jewelry, yearbooks, regalia, school uniforms and photography. With brands such as Balfour , Gradimages , Artcarved , and more, we've been helping students celebrate life's most meaningful moments since 1913. Balfour has around 4,000 employees and operates in 3 countries.
POSITION SUMMARY:
Support CEO with a variety of administrative duties. Assignments are complex and confidential in nature, where considerable judgment, tact, creativity, and initiative are required.
ESSENTIAL POSITION FUNCTIONS:
Arrange appointments for the CEO and maintain the executive calendar as required.
Greet visitors, answer, and direct telephone calls, take messages and respond to questions regarding activities associated with the executives.
Coordinate travel arrangements including itineraries, agendas, expense reports, etc.
Receive, sort, and prioritize the mail and email, taking notice of required actions and the dates.
Coordinate and submit expenses, invoices, etc. for the CEO.
Manage the Corporate HQ location in Aventura, FL
Anticipate, revise, and send correspondence as needed.
Prepare special or one-time reports, summaries, or presentations, selecting relevant information from a variety of sources such as reports, documents, correspondence, web sites, or other departments.
Maintain and update files, records and publications, confidential files, and materials.
Compile, analyze, and prepare data for administrative reports, complex spreadsheets, and presentations on an as-needed basis
Serve as liaison with direct reports as well as others throughout the company on all projects and requests to ensure needed information is available to executives.
Numerous administrative projects.
Coordinate on and off-site meetings and other events.
Stay abreast of the business by utilizing the appropriate resources to ensure accurate and timely information and follow-up on all issues.
Travel with the CEO occasionally to help coordinate meetings, typically other Balfour offices, expectation every 5-6 weeks for 3 days.
EDUCATION/EXPERIENCE:
Bachelor's degree preferred and 2+ years of executive administrative experience.
Advanced Microsoft Office skills (Word, Excel, PowerPoint, and Outlook) with an ability to learn company specific programs as needed.
Proficiency and scheduling and managing small and large meetings with Microsoft Teams and Zoom platforms.
Fully bilingual written and spoken English/Spanish required.
Strong efficiency in multi-tasking and prioritizing multiple deadlines.
Strong follow up and follow through.
Ability to interact with all levels - clerical and managerial - within and outside the organization.
Ability to maintain a high level of confidentiality while accomplishing a variety of tasks through others.
Flexible, calm and team oriented.
An ability to interact with all levels of leadership, apply strong communication skills, operate in a dynamic team environment, utilize solid time management and organizational skills are imperative.
Executive Assistant
Senior Administrative Assistant Job In Aventura, FL
Seeking an Executive Assistant for a Family Office. We are looking for a highly motivated candidate who can provide a wide range of support services and has excellent interpersonal skills.
About Us
We are a Family Office that invests in and manages a range of investments in the private asset class. Our portfolio currently spans the US, Canada, India, Europe, Israel, and Latam.
Responsibilities
Managing the executive calendar and coordinating domestic and international travel arrangements
Tracking open projects and coordinating efforts amongst internal & external resources
Coordinating, participating in, and documenting meetings
Maintaining an organized electronic + paper filing system
Maintaining office supplies/inventory
Requirements
Excellent verbal and written communication skills
Being extremely efficient, attentive to detail, organized and resourceful
Great interpersonal skills and professional demeanor-personality fit is an emphasized factor
Proficiency in mac OS and Google Suite
Experience with Asana and bookkeeping a plus
Desire to learn
Local presence (proximity given preference)
Employment Type
Full time
Hybrid, approx. 70% in office, 30% remote
Compensation
45-50k, commensurate with experience
Discretional annual bonus of up to 10%
Health Insurance
PTO
INSTRUCTIONS
Send your resume along with a short video (30 seconds to 1 minute) to ***************** answering the following:
"Tell us about the biggest failure you've had in life and how it shaped you."
Executive Assistant
Senior Administrative Assistant Job In Bradenton, FL
C-Suite Executive Assistant
Oysters Rock Hospitality (ORH)
At Oysters Rock Hospitality, we are building a culture of innovation, leadership, and operational excellence in hospitality. The C-Suite Executive Assistant plays a pivotal role in supporting the President and Executive Leadership Team, ensuring seamless coordination, communication, and execution of strategic initiatives. This role requires a highly organized, tech-savvy professional who thrives in a fast-paced, high-growth environment and is committed to driving efficiency and impact at the executive level.
Why Join ORH?
Work directly with top executives and gain insight into corporate strategy.
Utilize cutting-edge technology and automation to enhance executive efficiency.
Engage in a collaborative, forward-thinking culture where innovation is valued.
Lead high-impact projects that shape company operations and leadership strategy.
Key Responsibilities
Executive Support & Strategic Coordination
Serve as the primary liaison for the President and C-suite executives, managing high-level communication, scheduling, and priorities.
Leverage AI-powered scheduling tools and automation to optimize executive workflows.
Manage executive email correspondence, ensuring timely responses and effective delegation.
Prepare reports, presentations, and meeting materials that provide data-driven insights for decision-making.
Document key action items in leadership meetings and manage follow-ups using Asana or similar project management tools.
Act as a strategic gatekeeper, ensuring leadership focus on high-priority initiatives.
Oversee executive travel planning, itineraries, and accommodations with precision.
Handle confidential and sensitive information with discretion and professionalism.
Operational & Administrative Excellence
Streamline communication between leadership, teams, and external stakeholders.
Optimize internal processes by leveraging modern workflow automation tools.
Monitor and track executive expenses, manage financial transactions, and support budgeting using QuickBooks and other financial platforms.
Provide planning and execution support for executive meetings, leadership retreats, and company-wide events.
Leadership & Project Management
Support leadership in developing and implementing corporate policies and procedures.
Manage cross-functional projects that enhance operational efficiency and executive decision-making.
Serve as the IT point of contact for executive-level technology needs, ensuring seamless integration of digital tools.
Coordinate board meetings, leadership summits, and industry networking events.
Qualifications
Minimum 3 years of experience supporting C-suite executives in a corporate, tech, or high-growth environment.
Proficiency in Asana (or similar project management tools) is required.
Advanced skills in Microsoft Office Suite, QuickBooks, and digital collaboration platforms.
Experience in hospitality, corporate administration, or operations management preferred.
Strong problem-solving, communication, and leadership abilities.
Ability to thrive in a dynamic, fast-paced environment while managing multiple priorities.
Proactive, tech-forward mindset with an aptitude for streamlining processes through automation and technology.
Join Us
This role is ideal for a highly organized, strategic thinker who is passionate about leveraging technology, improving executive efficiency, and driving operational excellence. If you are looking for a career where you can make a direct impact at the executive level while being part of a company that values innovation and leadership, we encourage you to apply.
To apply, submit your resume and cover letter today.
Executive Assistant
Senior Administrative Assistant Job In Boca Raton, FL
Job Title: Executive Assistant
Company: Gatsby
About Us: Gatsby is a growing company looking to add a highly professional and versatile Executive Assistant to its team. We seek an organized, proactive individual with excellent communication skills to provide strategic and administrative support to senior management.
Responsibilities:
• Manage executive schedules and calendars, coordinating meetings and appointments.
• Handle internal and external communications on behalf of the management.
• Prepare reports, presentations, and administrative documents.
• Organize travel arrangements, reservations, and business logistics.
• Assist in project management and follow-up on key tasks.
• Handle confidential information with the highest level of discretion.
• Coordinate events and executive meetings.
• Oversee and optimize administrative processes to improve efficiency.
Requirements:
• Previous experience as an Executive Assistant or in a similar role.
• Excellent organizational and time management skills.
• High adaptability and versatility in a dynamic environment.
• Proficiency in digital tools and productivity software (Microsoft Office, Google Suite, etc.).
• Exceptional verbal and written communication skills.
• Professionalism and discretion in handling sensitive information.
• Residence in Boca Raton or availability to work on-site.
What We Offer:
• Competitive salary based on experience.
• Full-time employment with benefits.
• Health and dental insurance.
• A dynamic and professional work environment.
Executive Assistant
Senior Administrative Assistant Job In Tampa, FL
Botanica Design Studio is a full-service event design and decor company, specializing in floral, furniture, tabletop rentals, furniture and beyond. While floral design is part of our core DNA, we are mindful that the environment we design for events extends beyond flowers.
Our seasoned designers have the artistry to deliver the most unique and inventive event design, and our décor studio boasts specialty items perfect for all styles. From modern chic to vintage charm, traditional elegance to natural allure. Flowers are our love. Décor is our passion.
POSITION OVERVIEW
We are seeking an initiative-driven, detail-oriented individual with administrative experience to support the day-to-day operations of the team's lead creative executive. This role is crucial to the client experience and ensuring the smooth operation of all active client projects and administrative processes.
With direction from the Chief Creative Officer, the Executive Assistant will be responsible for overseeing client communication, administrative coordination of active event projects, schedule management and more. The ideal candidate will have superior communication capability, strong organizational skills and a high degree follow-through.
JOB RESPONSIBILITIES
Communication and Correspondence Support
Serve as first point of contact for all internal/external communication on behalf of Creative Director, including new client inquiries, external event partners, internal partner correspondence, etc.
Responds to all phone and email client inquiries
Facilitate all new client inquiry conversations, providing detailed explanation of Botanica's proposal and event management process
Schedule and confirm all new and existing client appointments
Client Service Assistance
Serve as primary liaison between team and client throughout the event planning process to ensure timely execution of client deliverables and preparation for future meetings
Serve as first point of contact for all existing client requests
Prepare necessary resources for all client meetings to ensure team is adequately prepared - intake forms, event layouts, timelines, etc.
Attend all client meetings and compose detail notes of each meeting to assist in proposal development/updates (may require occasional availability outside of normal business hours)
Help to create initial proposal drafts for all new potential clients, including sourcing inspirational images and producing detailed descriptions of products/services provided
Regularly review upcoming event proposals and have thorough understanding of all requirements on upcoming scheduled weddings and events
Event Administrative Support
Manage all aspects of studio-wide production schedule, including final event timing details, attendance numbers, etc.
Oversee the planning, managing and execution of booked events according to the company's policies, timelines and standards of customer service for all booked events
Assisting in sourcing and ordering rental items needed for events
Occasional attendance at weddings/events throughout the year may be requested, as needed, to ensure highest level of client satisfaction
Occasional attendance at networking events and bridal shows to generate new business relationships
Ability to assist Creative Director with other ad hoc projects, as needed
IDEAL CHARACTERISTICS
Exceptional verbal and written communication skills
Strong attention to detail, with the ability to work with a high degree of accuracy
Superior organizational skills
Highly proactive, with a strong sense of urgency
High degree of professionalism
Ability to work well autonomously, with limited management
Creative thinker
Ability to prioritize effectively
REQUIRED QUALIFICATIONS
3+ years of executive support or similar administrative experience, preferably in the design, creative or marketing industries
Prior experience managing multiple schedules/calendars, overseeing client communication, supporting proposal development, etc.
PREFERRED QUALIFICATIONS
Bachelor's degree in business administration, communications, hospitality or related field
Familiarity with event/design process or experience in a creative agency environment a plus
Experience with iCal, Dropbox and Google Workspace/G Suite, Canva and/or Connectteam
Executive Assistant
Senior Administrative Assistant Job In Maitland, FL
The ideal candidate for this position will excel if they can keep their calm in a high pressure environment coordinating the logistics of the CEO of the company. The candidate should have some relevant experience to the role that highlights their capability to conduct all administrative work, making sure the CEO's operations run smoothly. Thus, the candidate should be detail oriented and a creative problem solver.
Responsibilities
Control workflow
Handle all logistics CEO related Interact with leadership, internally and externally
Other duties as assigned
Qualifications
Bachelor's degree or equivalent experience
Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
Communication skills, written/verbal
Ability to prioritize and meet deadlines Keep information confidential
Executive Assistant
Senior Administrative Assistant Job In Naples, FL
Saxe Doernberger & Vita, P.C. is a growing national insurance coverage firm whose practice focuses exclusively on representing insurance policyholders. Our reputation has been built on establishing deep industry relationships, demonstrating world-class expertise, and delivering exceptional client service.
GENERAL OVERVIEW
We are currently looking for an Executive Assistant responsible for organizing the day-to-day activities of a partner in our Naples, Florida office. The successful candidate must be able to work in a fast-paced environment, prioritize conflicting needs, handle matters proactively and expeditiously, and follow through on projects to successful completion, often under tight deadlines.
RESPONSIBILITIES
Extensive client interface, including management of current client relationships and providing support in developing new client relationships.
Collaborate with the firm's Marketing and Business Development team to develop marketing content, including social media posts, articles, webinars and presentations.
Providing administrative support, including drafting emails and communications on the partners' behalf, scheduling meetings and appointments, sending reminders, and preparing expense reports.
Arranging complex and detailed travel plans, itineraries and agendas.
"Gatekeeper" responsible for management of the partners' email and calendars, providing a bridge for effective communication between parties.
QUALIFICATIONS
Strong organizational skills with the ability to perform and prioritize multiple tasks seamlessly and with meticulous attention to detail.
Very strong interpersonal skills with the ability to engage and build relationships.
Expert level written and verbal communication skills.
Solution driven with strong decision making capability and emotional maturity.
Desire to learn and grow professionally.
Prior experience supporting a senior level executive and his/her clients.
Proficiency in Microsoft Office 365.
Experience in the legal industry or with content marketing a plus.
We offer a competitive salary and benefits package and a collegial working environment. Qualified candidates should forward resume and cover letter, including salary requirements.
Executive Assistant
Senior Administrative Assistant Job In Titusville, FL
We are an architectural design/build company looking for a dedicated assistant to support our in-office team in the Titusville area. The ideal candidate will assist in various aspects of pricing, selections, contracts, and procurement of materials and labor for residential construction projects. If you have a passion for construction and a desire to learn and grow in the field, we want to hear from you. We can provide on the job training for areas of inexperience.
Responsibilities:
-Execute sub-contracts, change orders and addendums for contracts.
-Assist team with pricing upcoming projects.
-Work with clients to select decor finishes and colors.
- Coordinate with subcontractors, vendors, and suppliers for material contracts and takeoffs.
- Work closely with construction teams to ensure smooth project execution.
Skills:
- Previous experience or knowledge in construction-related tasks is required.
- Ability to work effectively in a team environment and take direction from supervisors.
- Strong attention to detail and a focus on delivering quality work.
- Excellent communication skills to interact with team members, subcontractors, and suppliers effectively.
- Willingness to learn and adapt to new tasks and challenges in the construction industry.
Join our team as a Construction Assistant and be part of a collaborative work environment that offers opportunities for growth and development. Apply now to kickstart your career in the construction field.
Job Type: Full-time
Pay: $20.00 - $24.00 per hour
*starting pay can increase with good experience /qualifications.
*This position has upward progression potential with increased pay and benefits.
Expected hours: 40 per week
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Monday to Friday
No weekends
Experience:
construction industry: 2 years (Preferred)
Ability to Commute:
Titusville, FL 32780 (Required)
Work Location: In person
Administrative Assistant
Senior Administrative Assistant Job In Tampa, FL
We are currently working with a leading player in the hospitality industry, dedicated to providing exceptional service and unforgettable experiences. We are currently seeking a highly organized and detail-oriented Office Administrator to join our dynamic team and contribute to the smooth operation of our office.
Responsibilities:
Provide general administrative support to ensure the efficient functioning of the office.
Handle phone calls, emails, and enquiries, directing them to the appropriate departments.
Maintain accurate and organised records, including filing systems and databases.
Visit the properties to assist in the Guest Check ins.
Schedule and coordinate meetings, conferences, and appointments.
Assist with basic financial tasks, such as invoice processing and expense tracking.
Work closely with the finance team to ensure accurate record-keeping.
Requirements:
Proven experience as an Office Administrator or in a similar administrative role.
Excellent organizational and multitasking abilities.
Strong attention to detail and accuracy in record-keeping.
Proficiency in Microsoft Office Suite and basic office equipment.
Effective communication skills, both written and verbal.
Knowledge of office management systems and procedures.
Previous experience in the hospitality industry is a plus