Executive Assistant To Ceo

Executive Assistant to the CEO – ICBD Holdings
Fort Lauderdale, Florida

About ICBD Holdings

ICBD Holdings is a successful, fast-growing company with the culture of a startup but the resources and experience of an established firm. We offer comprehensive marketing, IT, HR, and accounting solutions exclusively to other assets that share common control within the healthcare sector. Our premier suite of companies includes an industry-leading, fast-growing autism care/ABA therapy provider with clinics in multiple states and other behavioral healthcare businesses.

Why You'll Love This Job
Are you an experienced Executive Assistant? Join a team that's making a difference! As Executive Assistant to the Office of the CEO for our rapidly growing, multi-state group of ABA therapy centers, you will help bring our unique autism care services to kids and families who need this life-changing therapy. We're building a special organization committed to changing the way autism/ABA services are delivered. This position is your chance to join a forward-thinking company of professionals working together to make a real difference in the lives of kids and families.

The Executive Assistant to the Office of the CEO is responsible for high-level support to the CEO and Chief of Staff. This individual's primary responsibility is to provide a wide variety of comprehensive tasks and responsibilities related to managing the CEO’s professional affairs, and the secondary responsibility is to support the Chief of Staff.

What You’ll Do

• Work as a contributing member of the CEO Office Team.
• Calendar management: Maintain and update the calendar to include stakeholder meetings, travel arrangements (flights, accommodations, transportation, etc.), and personal appointments. Create meeting invitations in the calendar that include all relevant information (attendees, Zoom link, address, room, agenda, prep materials, etc.), making sure details are correct and minimizing emails with changes.
• Prepare for in-person or online meetings, ensure technology is set up and ready, direct stakeholders to the meeting room, ensure attendance, and provide refreshments.
• Manage accounts payable: prepare and submit expense reports on a weekly basis through Coupa (online expense tool) for all expenses incurred by the CEO (or on the CEO’s credit cards), the Chief of Staff, and the CEO Office Team.
• Work with the CEO Office Team to coordinate flights, hotels, meals and activity reservations, and transportation for all business and personal trips.
• Create and distribute robust itinerary documents for all travelers on business and personal trips.
• Manage mail, business gifts, and notes to be given by the CEO in coordination with the Executive Personal Assistant.
• Create and maintain checklists for purchases, travel, and car maintenance in conjunction with appropriate members of the CEO Office Team.
• Actively maintain Jira (project management system) in real-time, ensuring deliverables from team members are on track to hit deadlines and notifying Chief of Staff or CEO when they are not.
• Manage digital documentation and filing system (e.g., SharePoint, OneDrive, Dropbox).
• Maintain accuracy of CEO’s database, ensuring CEO has contacts properly set up with detailed information about each contact.
• Work with Executive Personal Assistant to audit and manage insurance policies; ensure valuables are listed and covered by insurance.
• Coordinate events with corporate events team and Executive Personal Assistant.
• Maintain office supplies, including food and beverage needs, for CEO.
• Engage in special projects at the direction of the Chief of Staff.
• Coordinate with the Chief of Staff to build and maintain a comprehensive office manual that accurately depicts workflow and responsibilities for all CEO Office Team roles.
• Rotate weekend “on call” schedule with other members of the CEO Office Team.
• Use the utmost discretion to protect the privacy of the CEO and his family.
• Consistently represent the CEO and the CEO Office with professionalism, effectiveness, and kindness.

Education/Experience and Other Requirements

• Bachelor's degree (required).
• Microsoft Office: 7+ years (required).
• Willingness to submit to drug and background screenings.
• Must sign a confidentiality agreement.
• Occasional travel.

Expertise Needed

• Able to think proactively, collaborate, and adapt to various situations.
• Communication at all levels with strong follow-up skills.
• Natural inclination to be responsive.
• Excellent computer and technology skills.
• High energy and the ability to grasp concepts quickly.
• Discretion and confidentiality.
• Poise while maintaining excellent verbal, written, and telephone skills.
• Team-player attitude with a calm demeanor.
• Attention to detail.

Benefits

• Three weeks of paid time off (more added with tenure).
• Holiday pay.
• Medical insurance plan options.
• Dental, vision, long-term disability, and life insurance.
• Generous 401(k) with up to 6% employer match.

ICBD Holdings Culture

ICBD Holdings is a supercharged environment committed to positively impacting its team members through collaborative support behind our philosophy: “Empowering Your Ambition.” Our team members provide a highly supportive, high-performance work environment.

If you're ready to take on a challenging and rewarding role that will make a real impact on the success of our organization, we want to hear from you! Apply today and become a part of our dynamic team!

Recruiter ID: #LI-JW1