All American Facility Maintenance

Executive Assistant - CEO

Sunrise, FL

Full-time

About This Job

The Executive Assistant to the CEO is a critical role that provides high-level administrative and strategic support to the Chief Executive Officer. This position requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, detail-oriented, and capable of handling confidential information with professionalism.

RESPONSABILITIES

Executive Support & Calendar Management

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Manage and prioritize the CEO’s calendar, ensuring optimal scheduling and time management.

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Coordinate and facilitate high-level meetings, including agenda preparation and follow-ups.

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Serve as the primary point of contact between the CEO and internal/external stakeholders.

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Anticipate the CEO’s needs and provide proactive administrative support.

Communication & Correspondence

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Draft, review, and proofread emails, reports, and presentations on behalf of the CEO.

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Screen and manage phone calls, inquiries, and requests.

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Ensure smooth internal and external communication, maintaining professionalism and confidentiality.

Meeting & Event Coordination

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Plan and coordinate executive meetings, board meetings, and company-wide events.

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Take detailed meeting minutes and track action items to ensure completion.

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Arrange travel, accommodations, and itineraries for the CEO and key stakeholders.

Strategic & Project Management Support

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Conduct research, prepare reports, and provide data-driven insights to support decision-making.

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Assist in managing strategic initiatives and special projects as assigned by the CEO.

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Coordinate with senior leadership to streamline operations and improve efficiency.

Office & Financial Administration

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Manage and process CEO’s expenses and reimbursements.

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Handle confidential documents, contracts, and sensitive business information.

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Act as a liaison between the CEO and board members, investors, and executive team.

Education:

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High School Diploma or G.E.D.

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Bachelor’s degree preferred (Business Administration, Communications, or related field).

Experience:

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Minimum 5+ years as an Executive Assistant, preferably supporting C-suite executives.

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Strong command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.

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Exceptional written and verbal communication abilities.

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High level of professionalism and ability to handle sensitive information.

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Ability to anticipate needs, identify challenges, and develop solutions proactively.

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Comfortable working in a fast-paced, high-pressure environment with shifting priorities.

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Experience in corporate governance and working with board members.

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Familiarity with financial reporting, budgeting, and contract management.

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Background in executive-level event planning and stakeholder relations.

Software Knowledge:

Microsoft Suite of products including Excel, Outlook, Word, Big Sky, Service Channel and or FM Pilot v2.0 would be a major plus.

Requirements:

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Must have expert level communication skills, verbal and written skills, ability to comprehend and construct correspondence, listening skills, telephone skills, persuading and negotiating skills, information gathering skills, presentation skills, supporting skills, and the ability to accept criticism.

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Must be willing to work both independently and in a team atmosphere.

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Responsibility for follow-up on actions based on the various projects being managed.

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High organizational skills in managing multiple projects simultaneously.

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Flexibility and willingness to learn and work on different tasks as needed.

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High attention to detail within fast-paced environment.

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Must have eagerness/ability to adapt to procedural/administrative changes.

Executive Assistant - CEO

About This Job

RESPONSABILITIES

Executive Support & Calendar Management

Communication & Correspondence

Meeting & Event Coordination

Strategic & Project Management Support

Office & Financial Administration

Education:

Experience:

Software Knowledge:

Requirements:

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