Executive Assistant - Miami, United States - Earth Robotics

Earth Robotics Miami, United States

2 weeks ago

Description

Job description

Position Description: We seek an Executive Assistant with exceptional organizational and communication skills to support our team. This vital role manages the schedule, coordinates communications, and assists with administrative tasks, which are fundamental to maintaining our operations' efficiency.

Responsibilities:

Calendar Management: scheduling meetings and appointments and ensuring optimal time allocation for daily tasks.
Communication Coordination: Act as the main point of contact for the CEO, handling incoming communications, including emails, phone calls, and correspondence. Filter and prioritize messages to ensure effective information flow.
Meeting Preparation: Prepare meeting agendas, documents, and presentations. This may include researching topics and compiling informative materials.
Minute Taking and Follow-Up: Take detailed minutes during meetings and follow up on action items, ensuring tasks are completed and stakeholders are updated as necessary.
Event Coordination: I assist in planning and executing of company events, from internal team meetings to external stakeholder gatherings. This involves venue selection, attendee management, and logistics coordination.
Document Management: Create, maintain, and manage important documents and files, ensuring they are organized and accessible. This includes handling confidential materials with discretion.
Stakeholder Engagement: Participate in the initial stages of discussions with potential employees, business partners, and government institutions, representing Earth Robotics professionally.
Office Supply Management: Oversee and maintain office supplies, ensuring the team has everything needed for efficient operation.

Requirements:

Previous experience in assistance.
Proficiency in English and in using office tools.
Ability to efficiently handle multiple tasks.
Skill in creating Job Posts (LinkedIn, Indeed).
Communication Tools:
Slack: For real-time internal communication with the team, allowing efficient channel organization by project or department.
Email: Proficiency in email platforms such as Gmail or Outlook for professional external communication.
Microsoft Teams or Zoom: For organizing and conducting virtual meetings, both internal and external.
Project and Task Management Tools:
Notion: For integrated management of notes, databases, kanban boards, and wikis, facilitating project organization and documentation.
Document and File Management Tools:
Google Drive: For cloud storage, sharing, and collaboration on documents, spreadsheets, and presentations.
Microsoft Office Suite (Word, Excel, PowerPoint): This suite is used for creating and editing documents, data analysis, and professional presentations.
Calendar and Planning Tools:
Google Calendar: Manage the calendar, schedule meetings, and organize event reminders.

f you are a highly motivated individual who thrives in a fast-paced environment and enjoys working on cutting-edge technologies, we would love to hear from you. Join our team and contribute to developing innovative web solutions that will make a difference.

Note: This job description will provide a general overview of the position. It is not an exhaustive list of responsibilities or requirements. The company reserves the right to modify the responsibilities and qualifications of the position based on business needs.

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