Job ID: 216165460

Job Summary
Employment Type
Full Time
Years Experience
3 - 5 years
Job Description

EXECUTIVE ASSISTANT

 

The company specializes in providing building department services exclusively to government clients. CAP has facilitated the successful implementation of outsourced building department services to government agencies across South Florida. The firm’s reputation for the professional management of building department operations has contributed to its consistent growth and recognition as region’s leading provider of these services.

 

We are seeking to hire an Executive Assistant with Business Development capabilities to work out of our Miami office. This position involves providing a full-range of administrative support and business development primarily to CEO and executive level staff.  Must have an outgoing personality and not afraid to take charge.  The Executive Assistant will serve as a helpful and positive ambassador of the CEO, as well as outside visitors and callers that come to the corporate office.  This position is often privy to confidential information and as such, requires diplomacy and discretion.  The selected candidate will be required to take initiative and problem-solve independently and will need to manage multiple priorities in a fast paced and complex environment.  This includes handling some matters personally and forwarding important matters to the executive.

 

Candidates must be detail oriented and exhibit creativity and resourcefulness. It is crucial that the candidate have the ability to effectively multitask responsibilities while working with frequent deadline(s) in fast-paced environment. Candidates must also possess strong command of the English language, not limited to spelling, composition, grammar, and proofreading skills.

 


Duties, Responsibilities, and Qualifications

 

Administrative Responsibilities:

  • Heavy calendar management requiring interaction with executives and assistants to coordinate meetings, conferences, and travel arrangements. This also includes handling logistics for meeting location(s) and attendees.
  • Sending materials for review prior to meetings, taking and distributing meeting notes, handling information requests, and preparing reports and correspondence.
  • Anticipate CEO’s needs and prepare materials for conferences, trips, appointments, and meetings.
  • Interface with top management and clients such as government officials and prospective clients on supervisor's behalf.
  • Partner with marketing team to conceptualize and fulfill marketing and visual data campaigns; which include various projects and preparation of PowerPoint presentations.


Business Development Responsibilities:

  • Support the overall process of management and corporate decision-making to ensure the organization maximizes its short, medium, and long-term profitability.
  • Liaise with management team on the implementation of the company’s strategic and operational plans.
  • Assist in the development, review, and report on the business development of the company’s strategic and operational plans.
  • Assist in proposal preparation, client follow up, problem resolution, coordination, and communication.
  • Assist in coordinating marketing events and / or trade shows which may include invitations and RSVP responses.

 

Required Education, Experience, and Skills

  • Bachelor degree in marketing, public relations, business administration, communications, or English is PREFERED.
  • Minimum of 5 years Administrative Assistance experience
  • Minimum of 3 years administrative experience supporting senior level management
  • MUST be flexible and have a willingness to work after hours, as needed
  • Proficiency in Microsoft Office Suite required
  • Strong organizational skills within an office environment
  • Effectively manage multiple projects simultaneously by prioritizing workflow to meet frequent deadlines
  • Excellent time management skills and understanding of project deadlines
  • Proficiency in Spanish is a plus, but not required
  • Ability to work collaboratively

 

Salary

  • Commensurate with experience 

 

Equal Opportunity Employer / Drug Free Workplace / Veterans

 

Our firm is committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability, protected veteran status, gender identity or any other factor protected by applicable federal, state or local laws.

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