Executive Administrative Assistant

The Executive Administrative Assistant provides administrative support to C-suite Executives, Board Members, and other guests. Supports the Senior Executive Administrative Assistant, resolves administrative problems and queries. Plans, organizes, coordinates and executes event and meetings including:order catering, decoration, space and logistics.

Duties And Responsibilities Include

• Work directly with the assigned Executive to support all aspects of their daily work routine.
• Provide support to executive(s), teams, departments, Board Members, and guests as needed.
• Coordinate travel arrangements.
• Maintain the assigned Executive’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Prioritize emails and respond when necessary
• Maintain various records and documents for the company executive(s) as requested.
• Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries when requested.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Greet, support, and channel/resolve the needs of visitors, vendors, directors, regulators, attorneys, and examiners.
• Generate reports and distribute the material for Executive Meetings.
• Receive and review all correspondence and other matters that come to the assigned executive's office, channel to other units as appropriate, and establish priorities for the assigned executive's attention.
• Monitor cafeteria supplies for the Headquarters’ building.
• Work with Facilities Management as required to provide services in the areas of cooling/heating, lighting, cleaning, and maintenance services, involved with team members’ relocation within the building.
• Responsible for meeting site coordination and set up. Including: catering, logistics, decorations, invitations, and clean up.
• Perform on-site management of assigned events to include registration, attendee service fulfillment, and food and beverage service delivery.
• Distribute circulars and bulletins from regulatory entities including the OCC, Federal Reserve and FDIC to appropriate parties.

Minimum Education And/or Certifications Requirements

• High school diploma or GED required. College degree preferred.

Minimum Work Experience Requirements

• 2+ years of experience as an Executive or Administrative Assistant.
• 1+ years of experience planning, coordinating, and executing internal meetings and events

Technical And/or Other Essential Knowledge

• Excellent organizational and interpersonal skills.
• Proficient using the Microsoft Office Product Suite including Outlook, MS Teams, MS Word, MS Excel and MS PowerPoint.

This position is fully on-site in Coral Gables, not hybrid or remote eligible.