Executive Assistant Ii

Octagon Talent Solutions is looking for an Executive Assistant to join our client's team in the Port Saint Lucie, Florida, area! This person will work to support the daily operations of the office. The ideal candidate is a high-energy individual with excellent organizational skills, strong attention to detail, and the ability to communicate effectively in both written and verbal communications. Must have high volume onboarding experience and the ability to work at a fast, efficient pace in a startup, highly scalable environment. This is an excellent opportunity to join a mid-size company that is significantly growing to support the senior executive team.

We are looking for someone with a strong work ethic and an understanding of our client company's mission and values to make the world a better place. The successful candidate is highly organized, has excellent communication skills, grace under pressure, and the ability to multi-task. They should have experience in developing relationships with key stakeholders and managing multiple priorities simultaneously. This position requires excellent interpersonal skills, the highest attention to detail, and a dedication to providing exceptional customer service.

The Executive Assistant will be responsible for organizing office operations (e.g., document preparation, filing systems), scheduling meetings and appointments, maintaining databases and conference rooms, preparing reports, communicating with business contacts, ordering office supplies, stocking kitchen areas, arranging travel arrangements; handling confidential information discreetly; completing projects on.

Responsibilities:

• Field inbound communications - Answer phone calls/general email inquiries and route to the appropriate internal parties as needed.
• Coordinate scheduling - Set up meetings based on cross-functional availability for both internal and external stakeholders.
• Organize internal resources - Build out and maintain processes to keep files and office supplies organized and easily accessible.
• Liaise with internal and external customers within the organization - Act as point person.
• Create and maintain relationships - Serve as a bridge between departments to ensure successful collaboration and communication between teams. Monitor progress of projects and tasks across different business units and ensure messaging is communicated effectively and efficiently. Track and update project status on a regular basis.
• Facilitate executive-level operations - Book travel, submit expense reports and send communications for high-level executives as needed.

Requirements:

• High school diploma
• 5+ years experience as an administrative assistant, secretary or Executive Assistant preferred
• Strong organizational, communication, and time-management skills
• Proven ability to work in a fast-paced environment
• Positive, high-energy attitude
• Resourcefulness, creativity, and problem-solving skill set
• Familiarity with office equipment (i.e. printers, fax machines, projectors)
• Proficiency in Microsoft Office (especially MS Excel and PowerPoint)