Executive Assistant - Naples, FL

at  viLogics

An Executive Assistant (EA) is a highly skilled administrative professional who provides support to top executives, such as CEOs, COOs, or other senior leaders, to help them manage their workload and focus on strategic initiatives. The position requires a blend of administrative skills, business acumen, and interpersonal savvy. Below is a detailed description of an Executive Assistant’s role:

POSITION OVERVIEW:

The Executive Assistant (EA) is responsible for managing the day-to-day operations of the executive’s office, including handling communications, scheduling, and coordinating meetings. The EA acts as a gatekeeper, managing access to the executive while also ensuring the smooth flow of information within the organization. This role requires a proactive approach, the ability to anticipate the needs of the executive, and a deep understanding of the organization’s operations and priorities.

QUALIFICATIONS:

• Education: A bachelor’s degree is preferred, ideally in business administration, communications, or a related field.
• Experience: 5+ years of experience as an Executive Assistant, with experience supporting C-level executives preferred.
• Skills:
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong problem-solving skills and the ability to work independently.
• Attributes:
• High level of professionalism and discretion.
• Strong attention to detail and accuracy.
• Ability to work under pressure and meet tight deadlines.
• Positive attitude, flexibility, and a proactive approach to work.

• Calendar and Schedule Management:
• Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prioritize and coordinate conflicting appointments and ensure the executive is aware of their daily schedule.
• Prepare meeting agendas, materials, and follow-up notes.
• Communication Management:
• Serve as the primary point of contact between the executive and internal/external stakeholders.
• Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
• Draft and edit emails, memos, and reports on behalf of the executive.
• Meeting Coordination:
• Organize and coordinate meetings, including logistics, room setup, catering, and AV equipment.
• Take detailed meeting minutes and track action items to ensure timely follow-up.
• Prepare presentations and reports for meetings as required.
• Travel Arrangements:
• Plan and book domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Prepare travel expense reports and handle reimbursements.
• Project Management:
• Assist the executive in managing special projects, including research, data analysis, and coordination with other departments.
• Track project timelines, deliverables, and ensure that deadlines are met.
• Confidentiality and Discretion:
• Handle sensitive and confidential information with the utmost discretion.
• Maintain the security of executive files, communications, and records.
• Office Management:
• Manage the executive’s office operations, including ordering supplies, managing budgets, and overseeing office support staff.
• Ensure the office environment is professional and conducive to productivity.
• Relationship Management:
• Build and maintain strong relationships with internal and external stakeholders, including board members, clients, and partners.
• Represent the executive in a professional and courteous manner at all times.
• Event Planning:
• Plan and coordinate corporate events, such as board meetings, conferences, and team-building activities.
• Manage event logistics, including venue selection, catering, and guest lists.
• Administrative Support:
• Perform general administrative tasks such as filing, copying, and data entry.
• Maintain and organize executive files, both digital and physical.
• Support other executives and team members as needed.