Executive Administrative Assistant and Office Administrator
The Executive Administrative Assistant and Office Administrator provides support to the West Palm Beach Executive Team, and other C-Suite Executives as needed. Acts as a liaison with the CEO’s Senior Executive Assistant and works with the Chief People Officer and the Facilities Manager to ensure a smooth operation in the West Palm Beach Office. This position serves as the office manager, devoting approximately 40 percent of the time to this function.
Responsibilities:
Provide administrative support to the West Palm Beach Executive Team across all organizational functions, and C-Suite Executives visiting and/or working on the region.
Greet, support and channel/resolve needs of visitors, vendors, directors, regulators, attorneys, and examiners.
Receive and review all correspondence and other matters that come to the Executive office, channels them to other units as appropriate and establishes priorities for the Executive Team's attention.
Serve as the “gatekeeper”, acting as a conduit for smooth communication between the Executive Office and other internal departments.
Act on routine matters to facilitate and expedite actions.
Channel phone calls and other requests accordingly.
Review, approve and coordinate events within budgets and guidelines for breakfasts, luncheons, and afterhours events.
Coordinate appointments, meetings, and activities for the Executives.
Coordinate committee meetings to be held during the year.
Interact with Board of Directors and Senior Officers
Assist the CEO-Senior Executive Administrative Assistant in coordinating meetings, distributing material, arranging travel, generating reports, and other assignments as needed.
Receive and distribute correspondence, prioritize conflicting needs, handle matters expeditiously, proactively and following through on projects until successful completion.
Manage the day-to-day building operations, including administration of kitchen, supply stocking, branded merchandise, booking conference rooms, shipping, inventory, organizing workspaces and facilities improvements.
Work with building management as required to provide services in the areas of cooling/heating, lighting, cleaning, and maintenance services.
Work with Physical Security to review and approve on a periodic basis the access level of staff throughout the building.
Coordinate building wide file purges and similar efforts to declutter space.
In the absence of the Command Center Support Team Leader for the Disaster Recovery program, responsible for maintaining the Command Center sites, organizing and setting up the Command Center at the time of disaster ad documenting calls, meetings, and activities.
Minimum Work Experience:
Five years of experience as an Executive Administrative Assistant. Three years of experience as office manager.
Education and or Certification Requirements:
Associate's Degree in any business discipline
Technical and Other Essential Knowledge:
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks and be adaptable to competing demands. • Excellent attention to detail. • Strong interpersonal skills and the ability to build relationships with Board members, and external partners • Demonstrated proactive approach to problem solving with strong decision-making capability. • Forward looking thinker who actively seeks opportunities and proposes solutions. • Highly resourceful, with the ability to work independently effectively. • Proven ability to handle confidential information with discretion. • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. • Proficient in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint
Functional Skills and Requirements:
Must be a team player able to work under pressure, conduct business in a professional manner, and solve problems and conflicts. Must be able to prioritize work and effectively manage time. Must possess effective business communications skills verbally and in writing. Must be passionate about serving customers
