Job description
Position Summary:
IEM is looking for a
Full-Time, Executive Assistant who is responsible for managing the schedules and communications of CEO & key executives as needed.
Primary Location:
- Location: Remote now , eventually change into Hybrid in future .Miami, FL or Tallahassee, FL.
- All remote work environments require the ability to maintain minimum Internet speeds of 25 Mbps upload and 3 Mbps download, as well as a ping rate of 100 ms or less during working hours, regardless of the type and number of devices using your Internet connection. You must also have account privileges and access to your Internet service provider account during working hours for the purposes of maintaining the Internet connection, if needed.
Travel Requirements:
- None currently
Essential Functions:
- Performs general secretarial support for the CEO to ensure an efficient communication process; performs filing and maintains files in a neat, orderly and acceptable manner; schedules appointments for CEO; and makes travel arrangements as necessary.
- Researches, gathers, interprets and maintains data that is needed to develop complex statistical and administrative reports.
- Ensures leadership is fully prepared for meetings and appearances, including compiling and preparing materials, confirming meeting details and expectations. Prepares/reviews briefings for CEO and conducts independent research to prepare leadership for meetings.
- Oversees the processing and triaging of all incoming mail and email communications (from interior and exterior sources). Ensures mail is correctly processed and tracked in a timely manner and that all issues are appropriately vetted and addressed.
- Undertakes special projects as directed by CEO or executive team.
- Acts as lead administrative contact within the executive offices.
- Requires the ability to work and cooperate with managers, customers, and employees at all levels to exchange ideas, information, and opinions to help the task at hand.
- Other duties as assigned.
Current Knowledge, Skills & Abilities:
- Experience booking traveling with different time zones is required.
- Must have flexible availability with ability to assist as needed in the evenings and on weekends.
- Able to perform a variety of job tasks simultaneously; flexible to changing priorities and demands, as needed.
- Strong workload management and problem-solving skills. Must be able to balance workload, including managing short-range and long-term projects.
- Strong communications and interpersonal skills. Must be able to work well with people from a variety of backgrounds and disciplines, e.g., technical, business, administration.
- Strong skills in scheduling and travel arranging with a solid grasp on logistics and feasibility and the ability to execute responsive troubleshooting.
- Business environment savvy and aware to be able to prioritize.
Minimal Qualifications:
- Bachelor’s degree in business, or related discipline.
- Minimum 5 years of industry-specific experience
- Experience as an Executive Assistant, supporting multiple leaders required.
Preferred Qualifications:
- Experience working in a large, global company strongly preferred.
Benefits and more:
- 10 paid holidays
- Vacation Pay
- Sick Pay
- 401 (K) plan with matching
- Company paid STD and LTD
Why join IEM?
We are a woman owned company in Emergency Management that embraces teamwork, collaboration, flexible performance, actionable solutions and integrity/ethics. Our work touches everyone. We produce results that matter. Results that save lives – join us while we build a safe, secure and resilient world.
Our culture:
IEM believes in the greater good and it is our commitment to attract those who have excellent technical skills, creative minds and innovative ideas to keep propelling us forward.
IEM is an Equal Opportunity Employer including Vets and Disabled:
We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.
If you need reasonable accommodation for any part of the employment process, please contact Human Resources and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from Human Resources.
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