MSI Recruiting

MSI Recruiting | Florida Hiring Professionals and Staffing Agency
  • Location: Boca Raton, Florida
  • Type: Direct Hire
  • Job #10925
  • Salary: $55,000

Seeking a highly organized and proactive Executive Assistant to play a crucial role in facilitating the daily operations of our organization. The successful candidate will report to the President & CEO and will be responsible for providing comprehensive administrative support to ensure the smooth functioning of the executive office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
 

  • Efficiently manage the President & CEO’s calendar, including scheduling appointments, meetings, and travel arrangements. Meeting arrangements may include reserving meeting space, hotel rooms, arranging meals or refreshments, and audio/visual equipment, etc.
  • Prepare and edit correspondence, documents, reports, and presentations as directed; edit for clarity; proofread for accuracy and appearance.
  • Maintaining database management system (Weblink).  
  • Handle all correspondence as directed by the President & CEO
  • Screening calls for the President & CEO
  • Customer relations on behalf of the Chamber and the President & CEO
  • Act as administrative staff for the Executive Committees and Board of Directors, and any other committees as directed by the President & CEO. 
  • Prepare minutes, agendas and monthly packets for Executive Committees and Board of Directors meetings.
  • Plan, coordinate and implement Annual Board of Directors Planning Session and other special events as directed by the President & CEO. Handle all correspondence including invitations, RSVP’s, thank you letters, and related correspondence for those events.
  • Assist at Chamber functions, both on-site and off-site. Provide support during events ensuring a positive attendee experience.
  • Perform other routine office duties include assisting other Chamber staff by helping with mailings, binding booklets, answering incoming calls, proofreading, etc. 
  • In the receptionist’s absence, must adeptly handle front desk responsibilities, such as answering phone calls, directing inquiries to the respective departments, welcoming visitors, and performing additional duties as needed.
  • Cover front desk duties.
  • Order office supplies
  • Perform other duties as may be requested by the President and CEO

QUALIFICATION REQUIREMENTS:
 

  • Outstanding organizational and time-management skills.
  • Strong written and verbal communications skills.
  • Proven experience as an executive assistant or similar role.
  • Strong attention to detail and problem-solving skills.
  • Able to multitask and prioritize.
  • Able to work independently.
  • Customer Service focus 
  • Tech savvy: up-to date with the latest office gadgets and applications and able to navigate new systems quickly.

LANGUAGE SKILLS: Must demonstrate ability to communicate well (oral and written) and work effectively with a team and as an individual. Ability to effectively communicate with other “C” Level Executives & their offices.

TECHNOLOGY SKILLS: Must have knowledge of Microsoft Office which includes and not limited to Outlook, Word & Excel.

OTHER SKILLS AND ABILITIES: Must be extremely well-organized, have excellent attention to detail and the ability to multitask. Must demonstrate ability to communicate well (oral and written) and work effectively with all levels of internal management & staff. Ability to handle confidential matters is required.
 

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