Hiring Company:

Delicatessen Services Co., LLC

Overview:

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 Functions

Administrative Support

• Act 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 Insights

• Research 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.

Confidentiality

• Ensure 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.

Visitors

• Screen to control interruptions.
• Provide backup data as needed.
• Arrange amenities as needed.

Travel

• Arrange domestic and international travel through internal or outside agents.
• Prepare itineraries for owners and guests as needed.
• Prepare and review expense reports.

Special Events

• Acts 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 Experience

• Four-year college degree or equivalent experience
• Five - seven years of relevant experience
• Excellent 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 Skills

• Ability to read, analyze, and interpret complex documents.
• Ability to respond effectively to sensitive inquiries or complaints.
• Ability to read and write correspondence.

Mathematical Skills

• Ability 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 Ability

• Ability 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 Demands

• This 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 Environment

• This position requires working in an office environment.

Location:

Sarasota, FL

Time Type:

Full time

Department:

Office Services