Executive Assistant

Ars Corporation Ltd - Fort Lauderdale, FL

Full-time - Entry Level

Fort Lauderdale, FL

Machinery Manufacturing

About the position

The Executive Assistant at ARS / Global Emergency Management plays a crucial role in providing comprehensive administrative and operational support to executives. This position is essential for ensuring smooth communication, effective scheduling, and the organization of meetings and travel arrangements, contributing to the overall efficiency of the organization's operations.

Responsibilities

• Provide primary administrative support to executives and intermittent secondary administrative support as assigned.
• Act as the executive's first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows.
• Monitor and maintain correspondence (e.g. e-mail, mail, courier packages, etc.); draft responses to general issues; coordinate resources to support the executives in addressing identified issues; compose or edit a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, briefing notes, presentations).
• Coordinate and monitor calendars (e.g. schedule meetings, arrange appointments, budget time, and provide reminders).
• Develop and maintain organized filing systems; maintain records; locate files, documents, and other information for both digital and paper driven systems.
• Build positive relationships across the organization and with external stakeholders.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.

Requirements

• 3-5 years of experience providing administrative and executive support services.
• Experience with Office 365 suite, Microsoft Teams, Zoom, etc.
• Experience in scheduling, event planning and logistics, experience organizing travel requirements & conferences and budget preparation and maintenance required.
• Experience in project coordination, business and statistical analysis and budget monitoring preferred.
• Customer service, organizational skills, problem solving, tact and diplomacy experience required.

Nice-to-haves

• Experience in project coordination, business and statistical analysis and budget monitoring preferred.

Benefits

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance