Personal/Executive Assistant

Coral Gables, FL

Onsite  -  NON IT - Administrative / Clerical  -  Direct Placement  -  Job ID: 24-00602

Title: Personal / Executive Assistant

Location: Coral Gables / Doral


Duration: Direct Hire

Work Requirements: US Citizen, GC Holders or Authorized to Work in the U.S.

Position Summary: Reporting directly to the Chief Executive Officer, the Executive Assistant will be experienced in handling a wide range of administrative and executive support-related tasks and should be able to work independently with little or no supervision. The Executive Assistant will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Job Responsibilities:

  • Completes a broad variety of administrative tasks for the CEO and COO including; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; copying, reviewing outside mail, scanning and filing documents, screening phone calls and visitors, updating Outlook contacts, maintaining executive files, arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Anticipating the executives’ needs and proactively bringing together appropriate people and resources to support the executive in addressing these issues.
  • Completes critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem solving; making adjustments to plans.
  • Enhances executives’ and company’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
  • Represents the executives by welcoming visitors, arranging company dinners and other corporate functions; answering questions and meeting requests directed to the executive office.
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.

    Managing external contacts; proactively understanding who they are, who the primary contacts are, and keeping track of periodic communication needed for primary contacts.
  • Improves quality results by studying, evaluating, and re-designing processes; implementing changes.

    Effectively handle Board of Directors related activities and communications with a high degree of professionalism, accuracy and confidentiality.
  • Updates job knowledge by participating in educational opportunities; reading professional publications, maintaining personal networks; participating in professional organizations.
  • Perform additional duties as assigned.

Education and Experience:

  • Bachelor’s degree.
  • Polished professional having significant experience (minimum 3 years) supporting a C-level fast paced executive.
  • Company start-up experience preferred.

Skills and Abilities:

  • Excellent verbal and superior writing and report presentation skills are essential.
  • High level of professionalism and demonstrated ability to handle confidential information accordingly is crucial in this role.
  • Demonstrated success where personal results and accountability are evident.
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong sense of teamwork.
  • Can operate independently and remotely from a supervisor.
  • Advanced PC skills in Microsoft Office, including Word, PowerPoint and Excel.
  • Proficient with technology including mobile devices.

What we Offer:

  • Medical Insurance
  • 100% Employer Paid Dental, Vision, Life, Short and Long Term Disability Insurance
  • 401K with Employer Contribution
  • Employee Stock Purchase Plan (ESPP)
  • Education Reimbursement (related field)
  • Employee Referral Program and Recognition Program
  • Paid Holidays
  • 15 days of Paid Time Off (PTO) annually

About INSPYR Solutions

Technology is our focus and quality is our commitment. As a national expert in delivering flexible technology and talent solutions, we strategically align industry and technical expertise with our clients’ business objectives and cultural needs. Our solutions are tailored to each client and include a wide variety of professional services, project, and talent solutions. By always striving for excellence and focusing on the human aspect of our business, we work seamlessly with our talent and clients to match the right solutions to the right opportunities. Learn more about us at inspyrsolutions.com.

INSPYR Solutions provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, INSPYR Solutions complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

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