Fast Facts

An Executive Assistant is needed to support the CEO and Chief of Staff by managing calendars, coordinating travel, and performing various administrative tasks in a hybrid office setting.

Responsibilities: Key responsibilities include managing calendars, handling meeting logistics, coordinating travel, reconciling expenses, and assisting in customer relations and administrative tasks.

Skills: Proficiency in Gmail and Google Suite, MS Office, strong communication skills, attention to detail, and excellent time management and multitasking abilities.

Qualifications: An Associate's Degree is preferred along with relevant prior experience in a professional support role.

Location: This job is hybrid based in Clearwater, Florida, United States.

Compensation: Not provided by employer. Typical compensation ranges for this position are between $50,000 - $75,000.

The Executive Assistant to CEO and Chief of Staff will perform a wide range of administrative support activities and assistance to the Office of the CEO to facilitate the efficient operation of the organization. The ideal candidate will be responsible for calendar management, meeting logistics, travel coordination and administrative tasks as assigned by the Chief of Staff.

Responsibilities:

Provide general administrative support to the Chief of Staff
Manage the calendar and schedule meetings for Chief of Staff, Deputy COO and CEO
Handle meeting logistics including the set up and /or clean up (when necessary)
Complete monthly expense reconciliation for CEO, Deputy COO and Chief of Staff’s corporate credit card and out of pocket expenses.
Receive incoming mail (directed to CEO Office) and/or fax, and distribute appropriately
Send out-going mail as needed
Coordinate CEO’s travel itineraries, flights, hotel accommodation, rental car and other travel needs; and Handle travel arrangements for Chief of Staff, Deputy COO, CEO, and guests as needed
Assist in the process of sending and replying to CEO’s Happy Camper emails
Work to support customer requests and serve as customer ambassador (where requests have fallen out of scope of CSM, Marketing, PR, etc.)
Assist Chief of Staff with administrative tasks
Create presentations/ reports as directed by the Chief of Staff
Perform research for special projects as directed by the Chief of Staff
Effectively manage time, prioritize work, anticipate needs, and multitask across many assignments & projects
Errands, such as getting lunch, beverages or items as needed for the CEO, Chief of Staff, and Office of the CEO.
Greet and direct visitors and team members.
Secure appropriate signatures and track documents through the approval process on behalf of the CEO
Maintain the highest level of professionalism and confidentiality

Qualifications:

Associates Degree preferred
Relevant prior experience in a professional support role is required.
Experience with Gmail and Google Suite
Experience with MS Office (Word, Powerpoint, and Excel)
Experience with web browsers (Chrome, Internet Explorer, etc.)
Strong verbal and written communications
Excellent attention to detail
Good computer skills
Excellent time management, multitasking, and organization skills

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Executive Assistant to CEO and Chief of Staff (In Office)