Executive & Personal Assistant

Administrative Support 

• Act as a gatekeeper to Company president.
• Be readily available and responsive to needs of Company president.
• Interface with public and Clients on behalf of the Company president.
• Manage Company president’s calendar.
• Organize and prioritize on behalf of Company president.
• Follow up with staff to ensure Company president has information for her work.
• Update meeting agendas under direction of Company president.
• Evaluate and organize Company president’s office for efficiency. Alert staff of the need for supply orders and restocking, as necessary.
• Run errands related to business and Company president’s personal needs.
• Make and return phone calls on behalf of Company president.
• Conduct research and prepare information to support Company president at meetings.
• Prepare new digital files and keep digital files organized with Company file naming standards.
• Complete forms for Company president’s signature.
• Other administrative duties assigned by President.

Meeting & Event Planning Activities 

• Partner with Administrative Office and Sales Coordinator and the Marketing & Communications Team to prepare Company president for meetings, trainings, retreats, events, interviews, and travel.
• Schedule travel arrangements for Company president.
• Create forms for as requested by President.
• Other duties in support of meeting, event planning, and travel.

Meeting & Event Follow-Up

• Assist with follow up communications, including thank you letters, phone calls, emails, etc.
• Prepare meeting minutes and/or retreat summaries and distribute.
• Review travel reimbursement requests and process forms for payment according to policy on behalf of Company president.
• Other duties in support of meeting and event follow-up

Work Context

• Requires telephone conversations
• Requires interfacing with a computer
• Requires use of electronic mail
• Requires writing letters and memos
• Requires face-to-face discussions with individuals or teams
• Requires work with others in a group or team
• Requires work with external customers or the public
• Requires competition or awareness of competitive pressures
• Requires dealing with unpleasant, angry, or discourteous people
• Requires coordinating or leading others in accomplishing work activities
• Requires being exact or highly accurate
• Mistakes are not easily correctable and have serious consequences
• Requires meeting strict deadlines
• Opportunity to make decisions without supervision
• Requires making decisions that impact the results of co-workers, clients or the company
• Requires repeating the same physical activities or mental activities over and over
• Includes traveling to various locations within and outside of Southwest Florida
• Requires working indoors in environmentally controlled conditions
• Requires moving items up to 20 lbs. during set up of events
• Includes responsibility for work outcomes and results

Education and Experience 

Education

• Bachelor’s Degree required 

Experience

• Experience as an executive assistant (at least three years)
• Specific experience arranging travel according to employer’s standards and managing multiple Outlook calendars (at least three years)

Specific Knowledge Required

• English language and grammar
• Mathematics
• Excellence in customer service
• Computer technology, including use of email and Internet search engines
• Proficiency in MS Office: Word, Excel, Outlook
• MS 365: SharePoint, One Drive, Bookings, Teams
• Critical thinking
• Problem solving
• Analytical thinking (review information, analyze and interpret it, and report on it)

Specific Knowledge Preferred

• Active Campaign or other CRM
• Use of AI in office functions