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Job Title: Executive Personal Assistant to the CEO
 
Posted By: Jessica Levine
Reference ID: EA-45
Live In/Out: Live-Out
Industry: Executive
Job Type: Full Time
Location: Miami, FL US
Salary Offered: $60,000-$75,000 per year; full benefits package
Potential For Bonus: Yes
Benefits: 2 Weeks Paid Vacation
Experience Req: 7+
 
Description:

Private Coral Gables family of three seeks a savvy, self motivated, articulate, swift and extremely efficient Executive Personal Assistant to join their executive team and directly provide support to their small business CEO.

This position will take place primarily from the client’s small business office in Miami, with seamless support required between the family’s primary residence in Coral Gables. The position consists of a Monday to Friday schedule, approximately 10am to 6pm, with flexibility for entertaining and minimal travel as needed for special projects, events, expositions, etc.

This is a new position for the office, and as such, they are looking for a seasoned, refined and driven candidate to spearhead this new effort and assist in elevating the company to its next level of success.

The office is completely cloud-based, so experience working on cloud/virtual-based platforms (calendars, email, filing systems, video, audio and writing libraries and technology) is a must. The ideal candidate must be able to handle multiple priority activities simultaneously, requiring considerable communication and follow-through in order to meet specific deadlines and request.

Local travel to conferences, conventions, etc. will be required, so the ideal candidate must be comfortable utilizing a ‘mobile’ office.

Job responsibilities include, but are not limited to:
• Serving as the sole gatekeeper to the CEO
• Remaining continually aware of the CEO’s projects, commitments 
and schedules at all times, and proactively assisting him in best navigating his daily schedule with both success and ease
• Managing tasks related to responding, directing and addressing daily email and phone calls
• Managing tasks related to monthly teleconference calls including arranging, scheduling and participating; tracking and reporting pre and post
• Facilitating weekly meetings; taking notes; tracking completion of goal and to-do items; crafting meeting agendas; reporting back to CEO in summary
• Coordinating travel arrangements and reservations for dining and ground transportation, booking hotel accommodations, etc.
• Handling the CEO's personal errands, inclusive of personal expenses, making appointments, assisting with dry cleaning, car repairs, etc.
• Carrying out research requests with little direction; presenting findings in a timely manner to respective staff and management
• Providing administrative services, including contact database management and upkeep, completing and sending engagement letters, service descriptions, etc.
• Managing tasks related to posting and submitting content onto social media sites, etc.
• Utilizing knowledge of company culture, operations, policies, and procedures while performing all associated tasks and responsibilities
• Traveling lightly / locally as necessary to provide on-site assistance during live presentations; ensuring all related logistics are in order
• Providing seamless support between the executive office and home office (home) as needed; assisting with additional domestic staff; overseeing projects, renovations, moves, and large-scale events
• Maintaining flexible working hours; answering phone calls from CEO in times of urgent need on late evenings, nights and/or weekends
• Additional executive and personal tasks as needed and upon request
 
 
Requirements:

• Strong command of English language; excellent communication skills, both written and verbal, as well as customer service
• 4-year degree from an accredited College or University; concentration in Business a STRONG plus but not required
• Excellent references required from all current and previous employers
• Minimum 7+ years related experience working as an Executive / Personal Assistant for a private family or office; MUST have managerial, as well as C-level experience
• Exceptional organizational skills and dedication to responsibilities; overriding maturity, professionalism, and full understanding of confidentiality and discretion
• Computer savvy with proficiency in Office 365, Microsoft Office, Excel, Keynote, Adobe Suite, and like Mac programs; adept in cloud-based applications and virtual workspaces (email, calendars, etc.)
• Flexible with hours and scheduling
• Adept in working both independently with little/no supervision, as well as part of a team; able to communicate effectively with all levels of people (staff to clients to business partners)
• Valid Driver’s License; confident driver with access to his/her own car; must have a clean driving record
• Legally able to work in the United States for any employer
 
 
Keywords: Executive Personal Assistant
 
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