Executive Assistant
- Based in Fort Myers or Cape Coral, Florida (with option to work remotely/from your home office regularly)
- Full-time permanent position
- Competitive salary range plus comprehensive benefits
- Opportunity to work with a team of passionate people dedicated to improving lives
As a seasoned Executive Assistant, you know exactly what it takes to support a senior leader effectively.
You are a forward-thinking and confident EA, who understands that an executive’s success requires a focus on removing friction by anticipating needs, understanding priorities, and communicating proactively.
If you’re in search of an exciting and fast-paced opportunity in which your strong work ethic, intuition, and sense of urgency will be exceptionally valued, look no further.
Who are we?
The Ian Martin Group has partnered with our client, Upgrade Labs, to find you: their new Executive Assistant to their Vice President, Operations.
Upgrade Labs is the world’s first human Upgrade center. They use data, technology and the power of biohacking to upgrade your biology to make you smarter, faster, stronger, and more resilient in less time than you spend at the gym today. It’s you, upgraded.
If you are a fun-loving, confident Executive Assistant, interested in joining a passionate team dedicated to helping people achieve their potential and improve their performance, then look no further.
What you’ll be doing
As the new Executive Assistant, you will provide critical day-to-day support to the VP of Operations. You will enjoy a fast-moving and exciting role, in a fast-growing business where there is ample opportunity for personal and professional development.
Every day in this role will require you to use your exceptional problem-solving skills and your keen understanding of your VP’s priorities and expectations. It will require a strong sense of initiative and intuition, as well as the confidence to act and make decisions that best represent your VP, so she can focus on the most valuable work – managing critical business decisions and relationships.
Practically speaking, you will:
- Manage the Executive’s calendars, email, and contacts including prioritizing critical items, delegating tasks and personally attending to others. Accept or decline call/meeting invitations as appropriate
- Prepare and edit reports and presentations for use in email outreach, calls, and meetings
- Establish work priorities and directs assignment of work to various department staff according to scope of allowed authority
- Manage international travel, often requiring continuous changes, and rescheduling. Supply needed documents, flight check-ins, etc. to ensure a smooth experience
- Maintain confidential client information for the business, team, or leadership and ensures information is handled appropriately
- Respond to inquiries or refers them to the appropriate destination
- Prepare briefing notes and minutes of meetings
- Scan and organize receipts. Maintain administrative files for insurance, taxes, and other legal documents, keeping track of renewal dates
- Participate in conference calls as required and attend in-person meetings with team as required (infrequent)
- Assist with logistics as necessary for events, conferences, etc. Pre-event planning to provide adequate time for preparation and delivery of trade show materials
Bringing with them a high degree of integrity, combined with good humor, confidence, and passion for health, the best person for this role will be able to thrive under pressure to seamlessly handle the many moving parts of the VP’s schedule and priorities.
This is an exciting, challenging, and extremely rewarding opportunity for a motivated and experienced Executive Assistant looking to take their skills and experience to a company making an incredibly meaningful impact for people across the world. If you’re intrigued, then we want to meet you.
The Details
This is a full-time permanent position, offering a competitive annual salary and generous benefits. The team works remotely in Florida, but occasional local travel (i.e., to the VP’s home office) within Fort Myers and Cape Coral will be required, so access to reliable transportation is needed.
What you’ll bring
- 5+ years senior executive support level with increasing responsibilities
- Project management experience
- Advanced-level Microsoft Outlook, Word, Excel and PowerPoint proficiency
- Familiarity with Google applications such as Gmail/G-suite and Google Drive
- Familiarity with Dropbox
Your Application
We value diversity and inclusion and encourage all qualified people to apply. We encourage all qualified candidates to apply; however, only those selected for an interview will be contacted.
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