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Executive Administrative Assistant in North Miami Beach, FL at Staffing Now

Date Posted: 6/12/2018

Job Snapshot

Job Description

Executive Administrative Assistant

Facility Description:

Job Description:
  • Executive Support
  • Completes a broad variety of administrative tasks for the CEOs and COO including: managing calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates, and ensures the CEOs and COO's schedules are followed and respected.
  • Communicates directly, and on behalf of the executives, with Board members, donors, Foundation staff, and others, on matters related to company initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the executive's offices and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executives' ability to effectively lead the organizations.
  • Serves as the CEOs administrative liaison to the board of directors for each company.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance development, preparation and distribution of materials before meetings in electronic/paper format.
  • Serves as administrative staff to the respective Boards and Boards' subcommittees in scheduling, set-up, and coordination of meetings and food, taking and maintaining minutes and assigned follow-up duties.
  • Participates as an adjunct member of the Meritage Executive Team including assisting in scheduling meetings, taking notes/minutes, and attending meetings as required to take minutes, etc.
  • Assists in coordinating the agenda of senior management team meetings and off-site events meetings, and activities, and all staff meetings.
  • Facilitates cross-divisional coordination of travel and outreach plans.
  • Communications, Partnerships, and Outreach
  • Responds to requests for materials regarding the executives and the organizations in general.
  • Edits and completes first drafts for written communications to external stake holders.

Job Qualifications:
  • High School/GED.
  • 3-5 years executive level administrative experience required; healthcare setting preferred.

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