Executive Assistant

Position Summary:

The Executive Assistant will manage complex calendars, coordinate high-visibility initiatives, and serve as a trusted partner to senior leadership. This role will also play a key role in internal communications, cross-functional coordination, and company culture initiatives. The Executive Assistant will provide strategic and operational support to our CEO and Executive Leadership Team (ELT). This role is designed for a polished professional who thrives in a fast-paced environment, anticipates needs before they arise, and brings exceptional judgment, discretion, and organizational excellence to every interaction.

Key Responsibilities:

CEO Support

• Manage and coordinate the CEO's complex calendar, ensuring alignment with priorities and strategic objectives
• Book, coordinate, and troubleshoot domestic and international travel arrangements
• Prepare, submit, and track CEO expense reports
• Draft, edit, and format documents, spreadsheets, and presentations in Word, Excel, and Power Point
• Prepare reports and presentations with accuracy and professionalism
• Prepare and refine slide decks for ELT and SLT meetings
• Lead and support project management initiatives as assigned by the CEO
• Administer office space assignments and seating plans for the Miami office
• Coordinate vendors needed for facility upkeep and improvements
• Coordinate company holiday parties, leadership events, and special gatherings
• Organize Board of Directors meetings, maintain the Board calendar, and support Board-related logistics
• Approve vacation requests, travel requests, and expense reports on behalf of the CEO
• Participate in and contribute to the Miami site Health & Safety Committee

ELT (Executive Leadership Team) Support

• Coordinate ELT meetings, offsites, and strategic planning sessions
• Manage SLT meeting calendars and scheduling needs
• Maintain the ELT group calendar and oversee team-wide activities and commitments
• Provide administrative support for department offsites, including Commercial Summit, Operations Summit, and other leadership gatherings
• Provide occasional travel support for ELT members as needed

Internal Communications

• Distribute company-wide communications, including "all hands" emails, Outform Insider videos, and CEO/ELT announcements
• Draft internal memos, announcements, and communication materials to support CEO and ELT messaging
• Support ELT and HR functions with internal communication regarding culture initiatives
• Ensure clarity, consistency, and professionalism in all internal communications

Additional Responsibilities:

• Serve as backup to the Miami Receptionist as needed
• Act as an escalation point for administrative support matters, providing guidance to the Administrative Assistant in the Miami office

Required Qualifications:

• Bachelor's Degree required
• 5+ years of executive support experience, with at least 3 years supporting C-suite leaders
• Exceptional organizational skills with the ability to manage multiple priorities under tight deadlines
• Strong written and verbal communication skills; able to draft polished, executive-level communications
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proven ability to handle confidential information with discretion and professionalism
• Strong project management skills and comfort working cross-functionally
• A proactive, resourceful, and solutions-oriented mindset
• Ability to work onsite in Miami and support occasional after-hours or urgent needs

Essential Functions:

• Working conditions are in a normal office environment.
• While performing the duties of this job, the employee is regularly required to walk; sit and stand; using the hands to handle, finger, or feel objects, tools, or controls
• Occasionally, the employee must crouch or kneel
• The employee must occasionally exert or lift up to 20 pounds
• Successful performance requires good eyesight with or without corrective lenses
• Requires long periods of time working at a computer and includes phone work
• Some travel may be required for special company events (for example in Union City CA or Chicago)

Characteristics:

• Excellent communication, problem-solving and stakeholder management skillsets
• Strategic and innovative thinker, excelling with a high degree of autonomy in entrepreneurial environments
• Great communicator who can distill powerful messages that resonate with clients
• Proactive and able to command respect through intelligence, hard work, and persistence
• Problem-solver, with a consistent track record of flawless project execution
• Personal passion and fervor for utilizing enabling technologies
• Strong organizational skills, and the ability to adhere to deadlines
• Strong interpersonal skills, with the ability to drive decision-making
• Continuous and thoughtful listener, able to learn from clients and leverage input
• Strong personal work ethic focused on high priority issues; action and results oriented

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Notice $30.00 to $45.00/hour Skills & Requirements Qualifications