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Executive Assistant-Chief of Staff in Boca Raton, FL by Bluegreen Vacations

Date Posted: 4/10/2019

Job Snapshot

Job Description

Purpose:

The Executive Assistant and Chief of Staff works closely with and provides support to the Executive Vice President & Chief Marketing Officer who works out of Boca Raton, Florida. Reporting directly to the Executive Vice President & Chief Marketing Officer, the Executive Assistant and Chief of Staff will coordinate all aspects of the CMO business and personal schedule, travel and administration while supporting and interacting regularly with senior management, colleagues and strategic partners. The Executive Assistant will provide senior level administrative support and ensure the coordination and prioritization of the EVP & CMO schedule and commitments. Along with impeccable organization and time management skills, the Executive Assistant will need to be collaborative, proactive, multitalented and multifaceted to support, prioritize and fulfill the EVP’s extremely busy agenda.

Responsibilities:

• Proactively maintains the EVP & CMO busy calendar (business and personal) and daily schedule; arrange upcoming meetings and engagements and prepare him by providing supporting agendas and information
• Manages and stays on top of a rigorous extremely busy calendar and travel schedule and proactively provides necessary confirmations and communications.
• Serves as a front-facing executive assistance for all administrative details and be the first point of contact for stakeholders and external partners.
• Works collaboratively and closely with the team of executive administrative assistants and personnel of Bluegreen while working collaborative with all BBX Capital team members and businesses
• Provides the highest level of executive support to the EVP & CMO by drafting correspondence, conducting research, creating presentations and meeting materials, responding to emails, meeting and vacation requests, filing documents, developing and updating reports and screening calls
• Attends meeting for the EVP & CMO in their absence. In the absence of the EVP & CMO, has the authority to make certain decisions on their behalf.
• Maintains the highest quality of administrative work for the EVP & CMO with strong project management capabilities
• Applies an innovative and creative thought process to all aspects of the role; always looking for ways to enhance process and the working relationship with the EVP & CMO and all executives and team members
• Acts with tact and professionalism, understanding the need for confidentiality in managing the EVP & CMO and other executive’s affairs
• Welcomes VIP guests to head office and provides assistance where necessary
• Arranges venues and food for internal and external meetings

“Our goal is to improve the quality of work/life by providing equal employment opportunities for all candidates and team members. Bluegreen Vacations Corporation believes that diversity and inclusion is critical to our success, and we seek to recruit, develop and retain the most talented people from a broad candidate pool. We are a drug-free workplace, and if offered employment, candidate must be willing to submit to a background check/drug test. EOE/DFW”

Job Requirements

Bachelor’s degree with a track record of continuing education is preferred
A minimum of fifteen years of senior-level executive assistant experience with a history of leading other administrators
Strong technology skills: proficiency in Microsoft Word, Excel, Outlook and PowerPoint
Superb organizational skills with the ability to prioritize well; effective time management skills and able to meet deadlines with immense attention to detail
Comfortable leading administrative communications with executives, their assistants and other stakeholders
A passion for excellence and the ability to lead by example and multi-task in a fast-paced environment while maintaining a positive attitude
Great judgment, leadership skills and the ability to build and lead a best-in-class administrative team
Excellent writing skills in the preparation of documents, meeting minutes and performs other administrative duties including preparing the board materials, management meetings and strategic planning meetings
A true self-starter with high energy who is resourceful, proactive, energetic, fast-paced with a sense of urgency
Responsive and available, comfortable working non-traditional hours
A visible leader and go-to person who builds strong relationships
Supportive, extremely collaborative and a team player
A net-energy contributor, i.e. you give more than you get
Calm under pressure and can navigate well in stressful situations
Open to light travel several times a quarter
Excellent follow up and follow through skills and extremely hands on
Adheres to confidentiality in the strictest manner
Strong interpersonal and communication skills
Excellence and thoroughness in all levels of communications and reporting
Highly professional and adept at reading people


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