Overview
Executive Assistant Jobs in Fort Lauderdale, FL at X Machina Capital Strategies
Title: Executive Assistant
Company: X Machina Capital Strategies
Location: Fort Lauderdale, FL
Role: Executive Assistant
Location:Florida based (Fort Lauderdale area), hybrid- 3 days in office, 2 days work from home.
The Executive Assistant supports Gradient Geothermal and Pompano Resource executive and director-level leadership with dedicated executive administration and support of scheduling, travel plan and departmental event coordination, and streamlining administrative processes. This role will include frequent communication and interaction with senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives.
Provide professional representation for the function.
Provide executive leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.
Act as representative of executive leadership regarding internal and external relations and correspondences and screening communications.
Coordination of meetings, creating PowerPoint presentations, coordinating monthly reporting, use of Excel spreadsheets and ordering equipment, etc.
Arrange on- and off-site meetings, events, appointments & travel for departmental leadership with supporting materials as needed.
Ensure that executive leadership is informed of priorities, deadlines and challenges. Assist executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval.
Arrange teleconferences, domestically and/or internationally.
Complete accurate and detailed leadership department expense reporting and other departmental reports as needed
Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.
Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.
Track internal and external contacts and maintain contact database.
Utilize efficient time management with the nuances of complex administrative assistance at the executive level.
Maintain confidentiality in all aspects of team and company information.
Operate independently with minimal supervision.
Available at various hours for business-related tasks during regular business working hours and periodically (but rarely) during off-hours (evenings and weekends).
Other duties as required.
Qualifications:
Ability to thrive in a fast-paced environment and operate with a high sense of urgency
Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads
Ability to observe strict confidentiality in all aspects of services provided
Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients
Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds
Advanced experience in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook
Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through
Proven ability to work indepen…
