We are seeking an experienced and detail-oriented Executive Assistant (part-time) to support leadership management. The ideal candidate is proactive and highly organized. This role requires effective communication skills, discretion while assisting in the day-to-day operations, including calendars, travel arrangements, and emails while ensuring that all tasks and projects are executed seamlessly.
Key Responsibilities:
1. Calendar and Scheduling
Manage and organize meetings and appointments for Leadership Team.
Coordinate internal and external meetings, ensuring seamless scheduling and preparation.
2. Travel Coordination
Research, book, and coordinate travel arrangements, including flights, accommodations, ground transportation, and itineraries.
Ensure that all travel plans are executed without issue and troubleshooting any travel-related challenges as they arise.
3. Financial and Invoice Management
Work with the finance team to track expenses and provide relevant documentation.
Receive and reconcile various invoices to support CFO.
Maintain accurate records for expense reports and reimbursement submissions.
4. Administrative and Operational Support
Function as a gatekeeper, managing various forms of communication throughout the company.
Prepare documents, reports, presentations, and meeting materials as requested.
Manage sensitive and confidential information with the utmost discretion.
5. Project Management and Special Initiatives
Assist with special projects and initiatives as directed.
Conduct research on assorted topics to support decision-making and strategy development.
Take the lead on managing small projects and events, ensuring they are executed successfully and on time.
6. Office and Team Coordination
Liaise with leadership team, team members, and external partners to facilitate smooth communication.
Manage office operations, supplies, and coordinate with vendors if required.
Provide administrative support to other leadership team, as necessary.
Attributes:
Proactive, with a strong sense of initiative and ability to work independently.
Excellent interpersonal skills and professional demeanor.
Strong critical thinking skills and adaptability in demanding environments.
Ability to pivot quickly and adapt to changing priorities.
Emotional Intelligence and Empathy: This helps manage relationships, understand others’ needs, and provides support with a high degree of tact, diplomacy, and empathy.
Typical Schedule:
Part time
Benefits:
Opportunity for growth and professional development.
Employee discounts.
Qualifications:
Experience supporting senior leadership, ideally in hospitality or in a related industry.
5- 10 years administrative support within a fast-paced environment.
Ability to pass pre-employment background check and drug screening process.
Skills:
Exceptional organizational and multitasking skills.
Strong written and verbal communication abilities.
High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
Discretion and ability to manage confidential information sensitively.
Numbers & Facts
Location
Gulf Shores, AL
Job Type
Part-time
Skills
Administrative Skillsunmatched
Background Investigationunmatched
Billingunmatched
Calendar Managementunmatched
Communication Skillsunmatched
Decision Supportunmatched
Detail Orientedunmatched
Documentationunmatched
Executive Assistant Skills unmatched
Expense Reportsunmatched
Expense Trackingunmatched
Financeunmatched
Identify Issuesunmatched
Interpersonal Skillsunmatched
Leadershipunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft PowerPointunmatched
Microsoft Wordunmatched
Multitaskingunmatched
Needs Assessmentunmatched
Operational Supportunmatched
Operations Managementunmatched
Organizational Skillsunmatched
Plan Meetingsunmatched
Presentation/Verbal Skillsunmatched
Project/Program Managementunmatched
Record Keepingunmatched
Reimbursementunmatched
Relationship Managementunmatched
Research Skillsunmatched
Strategic Planningunmatched
Team Lead/Managerunmatched
Team Playerunmatched
Time Managementunmatched
Travel Planningunmatched
Writing Skillsunmatched
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