The Executive Assistant provides high-level administrative and logistical support to the Executive Chairman (located in the Iowa office), and the President & CEO (located in Fort Lauderdale, Florida), as well as members of the Board of Directors, as required.

The successful candidate will act as a liaison between the senior executives and internal and external stakeholders. They will ensure smooth operations and efficient decision-making by anticipating needs, solving problems before they arise, and proactively handling complex tasks with a high degree of confidentiality and discretion. The candidate will serve as the “air traffic controller”, managing the executives’ calendar, drafting communications, and ensuring the best use of the executives’ time, and be able to do so with limited direction.

This is an internal client-facing position that requires excellent interpersonal communication skills (listening/verbal/written) and problem-solving abilities. One must be able to manage difficult situations and respond promptly to the Executive Chairman, President & CEO, and Board of Directors’ needs

Principal Duties and Responsibilities include the following:

  • The primary responsibilities entail serving as an “air traffic controller” for the Executive Chairman and President &CEO, organizing all facets of their schedules, time management, meeting scheduling, calendar management, anticipation of needs, drafting of communications, and ability to execute these duties with little to no direction.
  • Manage all aspects of Board of Directors meetings, including; coordinating meeting dates, sending and tracking meeting and event invitations; travel arrangements for executives and external parties; reservations for meals, meeting spaces, etc.; preparation of agendas, taking and distributing meeting minutes and creation of Board Books and other meeting materials.
  • Coordination of various team meetings held throughout the year.
  • Responsibilities include those described above, and also include, if necessary, creating reminders to ensure follow-up/action item deadlines are met.
  • Maintaining and managing the executives’ calendars, scheduling meetings, appointments and conferences, including coordinating with internal and external parties.
  • Screening calls and emails, drafting correspondence, preparing meeting agenda and minutes, and communicating effectively on behalf of the executives.
  • Booking air travel, accommodations, and transportation, including creating and managing itineraries and expense reports.
  • Assisting with special projects, managing deadlines, and coordinating with cross-functional teams.
  • Conducting research on various topics, compiling data, and preparing reports for executives’ review.
  • Create presentations, including gathering data, designing slides, and running the presentations during meetings.
  • Handling sensitive information with the utmost discretion and maintaining privacy.
  • Handle meeting logistics for various on and off-site meetings by organizing meeting logistics, complex agendas, employee communications, reserving conference rooms or venue, and ensuring follow-up items are handled; coordinate logistics with the Fort Lauderdale Administrative Assistant as needed
  • Manage ad hoc projects as assigned.     
  • Other duties as assigned.

Requirements:

Education:

  • Associate’s degree required, Bachelor’s degree preferred or equivalent combination of education and related experience.

Experience:

  • Must have a minimum of 8 years’ experience supporting senior leaders, with at least 6 years supporting C-level executives.
  • Experience providing administrative support to a Board of Directors is preferred.
  • Proficiency in essential executive support software, including Office 365 (PowerPoint in particular), Adobe software, DocuSign, Zoom, and/or specialized software as a service (SaaS) such as Diligent, BoardEffect, OnBoard, etc.
  • Strong organizational, communication, and problem-solving abilities.
  • Exceptional attention to detail and ability to multitask in a fast-paced environment.
  • Ability to handle confidential and sensitive information with discretion.

Knowledge/Skill:

  • Advanced PC skills using Teams, MS Outlook and MS Office Suite (Word, Excel, PowerPoint) and Adobe, with the ability to create presentations, manage data, and handle secure document processing.
  • Must have exceptional organizational skills, attention to detail, and the ability to prioritize and execute multiple projects effectively.
  • Must have the ability to handle highly confidential matters.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. 

Competencies:

  • Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
  • Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
  • Interpersonal Skills - Focuses on solving conflict, addresses disagreements calmly, actively listens to different perspectives, and finds mutually agreeable solutions. Maintains confidentiality; Remains open to others' ideas and tries new things.
  • Initiative - Seeks increased responsibilities; Takes independent actions without direction and looks for and takes advantage of opportunities.
  • 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.
  • Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect; Accepts responsibility for own actions; Follows through on commitments.
  • Teamwork - Collaborating effectively with colleagues, supporting others, and contributing to achieving shared goals. 
  • Time management - Prioritizing tasks, managing deadlines, and efficiently utilizing time to complete projects. 

Working Conditions:          

  • The work environment shall be in the Iowa office, onsite, 8-5 with possible Fridays from home from time to time.
  • While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
  • The employee is occasionally required to stand and walk.
  • The employee must occasionally lift and/or move up to 15 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Syncromune is an Equal Opportunity Employer.