Personal Executive Assistant

Fort Lauderdale In-Office Position (not a hybrid role)

Excellent benefits and working environment

Summary:

The Personal Executive Assistant is responsible for accurately providing professional and personal assistance administrative office and clerical support in a timely manner to the assigned Executive of Valley Forge Fabrics. Develops procedures reports and presentations as requested and /or as needed to report on and maintain communication. Successful candidate must demonstrate independence self-motivation and competence with decision-making on behalf of the company and the executive as needed. Primary working hours are 8:30AM-5:30PM Monday Friday however the successful candidate must be able to work flexible hours at times to meet the needs of the executive schedule. This is a highly confidential role and personal discretion as well as a professional demeanor is required.

Duties:

Calendaring & Meeting Management

• Position requires heavy use of phone; making and updating appointments verifying and relaying information for appointments personal scheduling and more.
• Assist with booking appointments and managing calendar for Executive and assist others with coordinating availability and meeting set up. Makes determination as to moving appointments and prioritizing in the best interest of the Executive.
• Review and confirm on a daily basis the following days appointments and ensure Executive has materials available for the next days meetings or events.
• Coordinate teleconferences and offsite meetings (individual schedules and meeting rooms/facilities) as needed.
• Greets Executive guests as needed.
• Manages and makes decisions on details of Executives events such as MS TEAMS meetings appointments and availability. Ensures that all details are properly available to Executive in calendar or in print as requested.

Personal Assistance

• Place orders for catering and entertainment as requested including understanding of dietary restrictions and preferences.
• Assists with booking personal appointments for health care services personal appointments philanthropy and other events as directed.
• Assists with completing and securely filing requested personal documents assisting with completing insurance filings medical claims and other requested document completions.
• Assists with personal ordering returns follow up and invoice payments.
• Maintains confidential information on behalf of Executive and their family members in order to arrange personal appointments assist with personal events and requests for executive and / or family members. A major aspect of this role is assisting executives with coordination of personal life events and maintaining schedules.
• Proactively assists Executive with maintaining valid passports licenses vehicle registrations membership renewals etc.
• Assists with researching and booking of restaurants and other details related to personal and business travel.

• May assist with preparing and submitting expense reports for processing.
• Occasionally travels nearby to Executives residence for dropping off requested items.
• Assist family with itineraries schedule details and personal projects maintaining close communication.
  
  

Reporting

• Prepare materials utilizing an array of tools including Excel Word
• Develop routine and specialized management reports as requested.
• Prepares daily report on accomplishments and upcoming priorities.

Project Management

• Coordinate special projects as they arise and develop.
• Research and follow-up on special requests for information as needed.
• Partners with other team members to complete tasks at time using independence and discretion.

Phone Calls and email management

• Handle all types of phone calls for Executive. At times this may require contacting insurance carriers / healthcare contacts follow-up and others.
• Redirect phone calls as appropriate
• Email inbox management.

Filing

• Learn and maintain filing system for the Executive.
• Maintain and update contacts list for personal contacts vendor / household maintenance etc.
• Maintain files (paper and electronic) in compliance with recordkeeping policies and procedures

Mail Processing

• Collect and route postal and interoffice mail
• Prepare and package items for shipment for Executive as requested. Organize gift wrapping and other personal requests by Executive and Chaiman.

• Other duties as assigned by company Management. Duties and priorities may change from time to time and this job description is not meant to be inclusive of all tasks and responsibilities but merely to be representative of the major activities of the position.

COMPETENCIES:

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Interpersonal Skills - Focuses on solving conflict not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions;
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Delegation - Delegates work assignments as needed to accomplish important building tasks; Matches the responsibility to the person; Sets expectations and monitors delegated activities; Provides recognition for results.
• Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

PHYSICAL DEMANDS AND WORK ENVIORNMENT:

• Occasionally/Frequently/Continually required to stand
• Occasionally/Frequently/Continually required to walk
• Occasionally/Frequently/Continually required to sit
• Occasionally/Frequently/Continually required to utilize hand and finger dexterity
• Occasionally/Frequently/Continually required to climb balance bend stoop kneel or crawl
• Occasionally/Frequently/Continually required to talk or hear
• Occasionally/Frequently/Continually utilize visual acuity to operate equipment read
  technical information and/or use a keyboard
• Occasionally/Frequently/Continually required to lift/push/carry items less than 25

Requirements:

• 10 years administrative and office assistant experience with at least 5 supporting a senior executive and experience working with senior executive
• Handle tasks with utmost confidentiality and professionalism.
• Competent at making independent decisions in the best interest of the executive and the company as it relates to reviewing & selecting vendors for services and/or products for purchases in order to maintain responsibilities.
• Highly developed PC skills including demonstrated proficiency with Microsoft Word Excel PowerPoint Outlook and MS TEAMS.
• Strong organizational and administrative skills with the ability to anticipate improvise and adapt for optimal resolutions
• Outstanding interpersonal skills work effectively on a team maintain composure in stressful situations and work under deadline pressures.
• Highly productive able to work effectively on a variety of projects simultaneously
• Excellent verbal and written communication skills -- able to communicate directly concisely and/or diplomatically as required knowing how when and what to communicate.
• Experience interacting with senior management level executives.
• Bachelors degree preferred
• Pro-active results-oriented style delivering outstanding quality and timeliness while working independently with little supervision
• Ability to develop and maintain strong partnerships within and outside the organization
• Resilience in a client-centered business model where adaptability and communication skills are key
• Highly organized accurate and dependable
• Other duties as assigned by manager.
• Spanish speaking a plus

EEO Statement:

• All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or protected veteran status.
• Valley Forge Fabrics Inc. is an EO employer M/F/Veteran/Disability