Job Description
Job Description
Job Title: Executive Assistant
Department: Corporate
Direct Manager: Chief Executive Officer
Office Location: Miami HQ
Essential Duties and Responsibilities
This incumbent is expected to be a creative problem solver for the CEO. S/he must be proactive, curious, and efficient to help the CEO optimize his time, create trust-based relationships within his network, and deliver high-quality work. You will interact with the Executive Team, board directors, investors, physicians/KOL and other internal/external colleagues.
Operational Efficiency
- Project Management: Lead and coordinate major projects and initiatives, ensuring timely completion and alignment with business objectives.
- Process Improvement: Identify opportunities for process improvements and operational efficiencies across the organization.
- Problem-Solving: Act as a key problem-solver for complex issues, leveraging cross-functional teams to address challenges and implement solutions.
- Team Coordination: Coordinate and manage the executive team’s activities, including agenda setting, meeting facilitation, and follow-up on action items.
Communication and Liaison
- Internal Communication: Facilitate effective communication between the CEO and the executive team, as well as across the organization.
- Reporting: Prepare comprehensive reports, presentations, and briefings for the CEO and the executive team.
This role involves organizing, strategically managing, and maintaining detailed and complex calendars, including preparation of research materials, meeting agendas, post-meeting action plans and other substantive work products related to company operations.
Under minimal supervision, you will be accountable to show initiative, follow-through on action items, secure data and information from employees and others to meet the timelines and expectations of project plans. You will alert the CEO when unexpected delays are anticipated and/or when obstacles arise. In most situations, you should obtain detailed information and present the causes and potential solutions at the time you surface issues.
Your responsibilities will include planning and coordinating client and internal meetings, conference calls, conferences, events, and lunches or dinners, as well as sending out reminders. You will also coordinate complex international and local travel arrangements, manage travel logistics, and accommodate individual preferences.
Additional duties include tracking and managing all incoming communications, responding to correspondence that does not require the CEO/CFO’s attention, and assuming responsibility for planning, organizing, and executing major projects with minimal guidance.
Requirements (Relevant Education/ Languages, Skills)
- An undergraduate degree is preferred, with at least 10 years supporting senior level executives or comparable experience.
- Polished, professional maturity and previous corporate environment experience. Proven effectiveness in interactions and communications with senior level management. Excellent judgment and impeccable discretion; ability to maintain the highest level of confidentiality.
- Outstanding administrative and organization skills; detail oriented; able to prioritize and multitask; strong ownership evident through responsibility and accountability for work; highly proactive mindset.
- Excellent interpersonal skills; embodies a positive attitude; ability to build relationships within the company and key stakeholders.
- Self-starter with a sense of ownership with the initiative to proactively identify and resolve issues and know when to seek clarification or assistance.
- Excellent written and grammatical skills (i.e. for generating and editing memos and emails) and are proficient in MS Office (SharePoint, Office Teams, Microsoft Word, Excel, PowerPoint, and Outlook)
- Competency with Concur/Expense Reporting software required.