Executive Assistant - Naples, FL

Vilogics - Naples, FL

Full-time - Mid Level

Naples, FL

Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services

About the position

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.

Responsibilities

• Manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
• 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.
• 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.
• Plan and book domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Prepare travel expense reports and handle reimbursements.
• 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.
• Handle sensitive and confidential information with the utmost discretion.
• Manage the executive's office operations, including ordering supplies, managing budgets, and overseeing office support staff.
• Build and maintain strong relationships with internal and external stakeholders, including board members, clients, and partners.
• Plan and coordinate corporate events, such as board meetings, conferences, and team-building activities.
• Perform general administrative tasks such as filing, copying, and data entry.

Requirements

• A bachelor's degree is preferred, ideally in business administration, communications, or a related field.
• 5+ years of experience as an Executive Assistant, with experience supporting C-level executives preferred.
• 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.
• 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.