Executive Administrative Assistant (CIO/CHRO)

POSITION TITLE: Executive Assistant

Position Summary:

The Executive Assistant to the Chief Investment Officer and Chief Administrative Officer is a key role supporting the executives with all administrative functions as directed and their teams. Success in this position will be the ability of the Executive Assistant to be a strong communicator, able to handle with discretion confidential or sensitive matters and highly skilled in managing the calendars and time of two or more senior executives to ensure that they are meeting the strategic priorities of the company and respective business areas. Additionally, this role plays an instrumental role in preparing executive PowerPoint presentations, writing and proofreading documents and is able to take the initiative to support the Executive and the teams’ goals and objectives with a strong sense of urgency.

Job Functions and Responsibilities:

• 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.

Qualifications:

To perform this job successfully, an individual must have the following education and/or experience:

• College Degree or equivalent experience preferred.
• MUST be able to come to West Palm Beach Office about 1 time per month for MBR and Board Meetings.
• 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.

*This job is mostly remote, but will require in office for about 1 week a month, as needed. (To be onsite for Board Meetings and or Monthly business reviews)