Executive Assistant, CIO, CAO
International Luxury Hotel Association
full-time
Posted on:
Location Type: Hybrid
Location: West Palm Beach • Florida • United States
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About the role
- Completes a broad variety of administrative tasks for the EVP, Chief Investment Officer and EVP, Chief Administrative Officer: managing calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates and ensures the EVPs’ schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the EVPs’ time.
- Keeps the EVPs and their direct reports well informed of upcoming commitments, responsibilities and deadlines
- Writes error-free, eloquent emails and letters for various events and announcements.
- Provides administrative support to the direct reports of the EVPs, where time permits, providing team assistance as required.
- Uses Outlook, Word, Excel and PowerPoint to produce high quality materials for internal and external meetings and conferences.
- Coordinates logistics of team meetings, employee engagement activities and affinity groups (on and offsite)
- Assists other Executive Assistants with their responsibilities, providing back-up support for CEO and Board meetings
- Maintains confidentiality and uses a high degree of discretion
- Takes notes and distributes meeting minutes, agendas and meeting packages.
- Special projects as assigned.
Requirements
- College Degree or equivalent experience preferred.
- 5-10 years' experience providing Administrative support to senior executives required; large and/or public company experience a plus.
- Must have excellent written and oral communication skills, possess good organizational skills and be self-motivated.
- Proven track record working as both a C-Suite executive and team level assistant, acting with wisdom and authority to coordinate time and decision-making for their leaders.
- Experience working with or supporting an HR function or Finance/Banking/Investment Office function a plus.
- Able to work independently and with teams in a hybrid work environment, splitting time between in-office and work-from-home, as needed.
- Must interact with a level of discretion and sensitivity, including handling confidential information.
- Must be flexible to meet divisional priorities and handle multiple projects simultaneously.
- Excellent PC skills with high level ability to create documents, presentations and spreadsheets using Microsoft Word, Excel, PowerPoint, Visio, Adobe Reader/Writer, SharePoint, Teams/Zoom Copilot.
- Experience working in a hybrid environment and supporting executives remotely required.
- Takes initiative and responsibility for solving problems.
- Must interact effectively and decisively with other units, departments and outside vendors.
- Must display a high level of dedication, enthusiasm, commitment and confidentiality.
- Ability to work under pressure with minimum supervision.
Benefits
- medical, dental and vision
- up to 3% match on 401(k) contributions
- generous paid time off
- company-paid life, accident and disability coverage
- programs for mental, physical and financial wellness
- more
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
administrative supportcalendar managementexpense reportingtravel coordinationnote-takingdocument preparationproject managementconfidentialityproblem-solvingtime management
Soft Skills
written communicationoral communicationorganizational skillsself-motivationdiscretionflexibilityteam collaborationinitiativededicationenthusiasm
Certifications
College Degree