Seeking an Executive Assistant for a hybrid role in Melbourne, Florida.

The Executive Assistant will manage administrative responsibilities for specified members of the Medical Division Executive Committee, inclusive of but not limited to calendar management, booking travel, organizing expenses, project management, and event planning. As the right-hand to the executives, the Executive Assistant will operate with the utmost discretion while working with highly confidential information, ensuring impeccable attention to detail, organizational skills, and thoroughness. In constant communication with both internal leadership as well as external partners and clients, the Executive Assistant will represent the Medical Division executives with professionalism, a positive spirit and a high-level of service.

Key Areas of Responsibility

• Maintains schedules, including scheduling meetings and meeting planning (meeting set up, materials and refreshments)
• Coordinate travel arrangements (domestic and international) and create trip itineraries
• Manages business expenses through Concur
• Coordinate onsite meetings and events, including welcoming visitors, arranging refreshments, facility management providing meeting materials and taking notes if required
• Responsible for managing of special Administrative projects
• Review outgoing correspondence for accuracy and verify conformance with executive preferences
• Keep executives alerted to publications, news items, regulatory changes, and professional correspondence significance to the business
• Assist with daily administrative operations of facility
• Manage office supplies
• Greet facility visitors

Knowledge, Skills & Experience

• 5+ years of experience as an Executive Assistant to members of the C-Suite and/or Executive Leadership in a high touch capacity
• Highly proficient in all other Microsoft Programs (Outlook, Excel, PowerPoint Word, OneNote, etc.)
• Exceptional written and verbal communication skills
• Experience managing highly sensitive information with discretion and professionalism
• Strong ability to work well under pressure in a fast-paced environment with a positive attitude
• BA in business or related discipline
• Highly organized; a strategic planner able to create, implement and improve organizational systems, both digital and physical files
• Demonstrated project management skills
• Ability to work proactively with a solution-oriented mindset and a can-do attitude; always thinking one-step-ahead
• Impeccable attention to detail

Education

• Bachelor's Degree (preferred)