Vilogics - Naples, FL
posted 2 months ago
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. The EA is responsible for managing the day-to-day operations of the executive's office, including handling communications, scheduling, and coordinating meetings. 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. The Executive Assistant will manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements. They will prioritize and coordinate conflicting appointments and ensure the executive is aware of their daily schedule. The EA will also serve as the primary point of contact between the executive and internal/external stakeholders, handling incoming and outgoing communications, including emails, phone calls, and correspondence. Drafting and editing emails, memos, and reports on behalf of the executive is also a key responsibility. In addition to communication management, the EA will organize and coordinate meetings, including logistics, room setup, catering, and AV equipment. They will take detailed meeting minutes and track action items to ensure timely follow-up. The EA will also plan and book domestic and international travel, prepare travel expense reports, and assist the executive in managing special projects, including research and data analysis. Maintaining confidentiality and discretion while handling sensitive information is crucial, as is managing the executive's office operations, including ordering supplies and overseeing office support staff. Building and maintaining strong relationships with internal and external stakeholders is essential, as the EA will represent the executive in a professional manner at all times. Event planning, including corporate events such as board meetings and conferences, is also part of the role, along with performing general administrative tasks such as filing, copying, and data entry. This position is vital for ensuring the efficiency and effectiveness of the executive's work, contributing to the overall success of the organization.