Job Type: Full time
Hiring Company: Delicatessen Services Co., LLCOverview:Reporting directly to the owner, the Executive Assistant performs a variety of business and personal administrative duties. Core responsibilities will include scheduling and calendar management, event planning, organization, and liaising with key stakeholders. In addition, this role will require a flare for “out of the box” thinking in support of creative communication and relationship management. A successful candidate creates exceptional experiences and brings strategic, creative thinking to the role. One must be able to work with minimal supervision, be highly self-motivated, and display professional maturity when dealing with company-related and confidential matters. This individual must manage their workload and prioritize tasks in a fast-paced corporate environment, handling multiple and competing priorities.Job Description:I.Essential FunctionsAdministrative SupportAct as the point of contact between the owner and internal/external clients.Screen all calls for owners, taking messages, and relaying important phone call information.Maintain calendars, arrange meetings and appointments, and provide reminders.Schedule meetings (onsite and offsite) and related logistical coordination.Maintain organization process for files, notes, gift logs, etc.Serve as the liaison with vendors in the development of creative communication.Prepare various reports and information needed for business meetings.Coordinate with the executive leadership team and communications team to prepare internal and external messaging.Take meeting notes and follow up on action items as needed.Sort and screen the daily mail.Perform various executive support duties, as assigned.Marketing and Industry InsightsResearch and present relevant news and trends, both industry-specific and general business.Conduct competitive analysis and compile benchmarking reports as needed.Prepares briefings for meetings, conferences, and client engagements using market intelligence.Create a weekly industry report.ConfidentialityEnsure discreet handling of all business matters, including confidential documents, communications, and sensitive information.Perform to earn the owners’ full confidence.Ensure all information is sent in a secure manner.VisitorsScreen to control interruptions.Provide backup data as needed.Arrange amenities as needed.TravelArrange domestic and international travel through internal or outside agents.Prepare itineraries for owners and guests as needed.Prepare and review expense reports.Special EventsActs as a special event planner and coordinator on the owner’s behalf.Manage various contributions to various organizations.Supports the needs or requests of the owner at any company event.Educational and/or ExperienceFour-year college degree or equivalent experienceFive - seven years of relevant experienceExcellent customer service skills, computer skills, and filing and organization skills.Proficient in Outlook, Excel, Word, PowerPoint, SharePoint, Adobe, Zoom, and Teams.Ability to handle confidential matters.Language SkillsAbility to read, analyze, and interpret complex documents. Ability to respond effectively to sensitive inquiries or complaints. Ability to read and write correspondence.Mathematical SkillsAbility to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.Reasoning AbilityAbility to define problems, collect data, establish facts, and draw valid conclusions.Ability to interpret an extensive variety of technical instructions in training department.Ability to apply common sense understanding to carry out detailed written or oral instructions.Physical DemandsThis position requires:  Standing, walking, sitting, use of hands and fingers, ability to feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl, talk, and hear and see over 100% of the time.Work EnvironmentThis position requires working in an office environment.  Location:Sarasota, FLTime Type:Full timeDepartment:Office Services