Executive Assistant

StevenDouglas is seeking an Executive Assistant for a growing company in the Coral Gables area! The ideal candidate will provide top-level assistance for high level executives.

Responsibilities/Duties:

• Maintain a calendar of meetings and engagements for top level executives
• Prepare one or more executive’s daily schedule
• Handle incoming phone calls and take accurate messages to pass along to the executives
• Open and sort all mail and forward it to the appropriate staff member for follow-up
• Keep all electronic data current and ensure accuracy
• Set up conference room for meetings – as well as clean up once meeting is finished
• Process corporate expense reports
• Handle all travel arrangements for top level executives and provide the executives with itineraries and schedule cars for all trips.
• Prepare and revise legal documents based on standard templates, including notices and confidentiality agreements.
• Assist with contract management, including organizing files and maintaining online shared files.
• Coordinate with team members from other departments to prepare and circulate routing packages for approval and signature.
• Assist with support in closings of acquisitions and dispositions, including coordinating with outside counsel and preparation of closing binders.

Skills/Experience/Qualifications:

• 3 years’ experience supporting c-level executives
• Experience with contracts and contract management, or closings, preferred.
• Excellent written and verbal communication skills
• Strong organizational, time management and customer service skills
• The ability to be a self-started, ability to properly prioritize assignments, and work with little supervision in a fast-paced environment
• Strong PC Skills including - MS Word, PowerPoint, Excel, and Outlook.

Education:

• A college degree is not required but preferred.