Job Description
Title: Executive Assistant
Location: Miami, FL
Reporting to: Senior VP of Sales
Objective:
Provides a warm, professional welcome to callers and visitors.
Supports the success of Vice President Sales, and Vice-President Marketing.
Ideal Profile:
Experienced in handling wide range of administrative and executive support related tasks. Able to work independently with little or no supervision. Must be well organized, able to interact with employee, business partners and clients at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with high professionalism and confidentiality. Expert-level written / verbal communication skills in French & English.
Responsibilities:
WELCOME AREA
· Greet visitors, ensure their comfort, inform staff they are here to see.
· Ensure front desk is always neat and organized. (top and below)
· Ensure Conference Rooms are presentable.
· Book conference rooms for other departments.
· Coordinate usage of conference rooms
PHONES:
· Answer telephones and direct calls to appropriate offices or employee.
· Ensure all outgoing and incoming communications are accurate, timely and appropriately distributed.
ASSIST VICE-PRESIDENTS
· Coordinate and prioritize Vice-President’s work plans with senior management; schedules daily, weekly, monthly meetings and appointments, adjust work plans to meet unscheduled events.
· Maintain a filing system for records, reports and other documents.
· Answer telephone and screen calls; respond to emergency calls from departments; take/relay messages or direct calls where appropriate.
· Maintain, file, prepare, and transcribe correspondence; obtain appropriate signature where necessary.
· Operate computer to enter, retrieve, review, or modify data; utilize word processing, database, and software programs. Operate varied machinery, equipment, and tools associated with department activities, which may include typewriter, copy machine, or fax.
· Prepare various forms and documentation upon request; may include researching data for the administrator through Internet or other resources.
Requirements:
· 2+ years experience supporting at the executive level.
· Excellent calendar management skills, including the coordination of complex executive meetings.
· Experience assisting management with the creation of PowerPoint presentations.
· Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
· Experience scheduling travel arrangements for management.
· Fluent in English & French.
Compensation:
· $36k to $40k annual base gross salary depending on experience
· Full benefits package
