EXECUTIVE ASSISTANT POSITION
PALM BEACH, FLORIDA
SALARY UP TO 95K/YR WITH BENEFITS
EXECUTIVE ASSISTANT FOR CHAIRMAN
Travel for body care workers and other support staff – Which includes, but is not limited to:
Working with team on best available rates
Working with team on hotels, and making sure that all confirmation numbers and hotel details are entered in calendar
Updating the flight tracker in a timely manner
Sending out flight & hotel confirmation details
Keeping calendar updates with information
Sourcing luggage vans for support staff & rental cars when needed for Body care workers
Chairman journals, active papers & electronic file management – which includes, but is not limited to:
Going through Chairman journals and making sure they’re labeled appropriately (on the outside it should have the month / year of the journal and important meetings that are inside)
Date stamping active papers and scanning them in and filing them in dropbox – always constantly working with team and Chairman on finding out if there’s an outcome with the papers before taking away from Chairman
Filing of important documents electronically – constantly & daily checking the “To-File” folder on Dropbox and moving items to appropriate destinations
Time Management for the Chairman – which includes, but is not limited to:
Providing reminders to the Chairman for all phone calls, meetings, etc. (1 hour, 45 min, 30 min, 20min, 10min and go time)
Helping manage OTD times when the chairman is traveling or has a meeting outside of his personal home
Assisting managing call and meeting times, and pushing back calls or meetings, while representing at the highest level, ensuring all parties feel served and acknowledged
Calendar Management – which includes, but is not limited to:
Scheduling/coordination of details for meetings with internal and external contacts
Organization and maintenance of information that may be sensitive, confidential or sensitive in nature
Reviewing items / meetings with team and Mrs. Chairman to make sure it serves the Chairman’s
outcomes
Meeting Management – Which includes, but is not limited to:
Helping setup meetings for the Chairman (making sure journal is out, readers are available, date stamping notes, recording meeting when necessary and following up with the Chairman after the meeting asking if there’s any action items / immediate outcomes)
Attending meetings with the Chairman when needed, capturing the meeting, and sharing notes with the creative team in San Diego when necessary
Hourly Staff Tracker, Petty Cash and Check Cutter – which includes, but is not limited to:
Keeping track of the hours of hourly employees and making sure they’re paid in a timely manner
Working with travel staff and making sure they have the appropriate petty cash for trips
Refill of Chairman money clip
Working with team on reconciliation of accounts
Please email resumes with references to madde@staffingbysabri.com