Executive Assistant

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Summary

Havtech is currently seeking an experienced Executive Assistant to support top line executives out of our Naples, FL location. The Executive Assistant’s responsibilities will include managing calendars, making travel arrangements, coordinating communications, and providing high-level administrative support. To be successful in this role, you must be well-organized, professional, and possess excellent time management skills.

Summary

Havtech is currently seeking an experienced Executive Assistant to support top line executives out of our Naples, FL location. The Executive Assistant’s responsibilities will include managing calendars, making travel arrangements, coordinating communications, and providing high-level administrative support. To be successful in this role, you must be well-organized, professional, and possess excellent time management skills.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following (other functions may be assigned):

• Act as the primary point of contact top line executives.
• Manage calendars and schedule meetings accordingly.
• Coordinate executive communications, including taking calls, responding to emails, and interfacing with internal and external stakeholders.
• Make travel and accommodation arrangements.
• Prepare and create reports using Excel.
• Format internal and external communications – memos, emails, presentations, and reports.
• Take minutes during meetings, develop action items, and follow up to ensure completion.
• Screen and direct phone calls and distribute correspondence.
• Organize and maintain the office filing system.
• Develop and sustain a high level of professionalism across all interactions.
• Uphold a strict level of confidentiality.

QUALIFICATIONS Include The Following

• Bachelor’s degree, strongly preferred.
• Five (5) or more years of experience directly supporting C-Suite executives or business owners.
• Advanced Excel skills – pivot tables, V-lookups, etc.
• Proficient in Microsoft Office Suite.
• Outstanding organizational and time management skills.
• Strong collaboration skills and ability to manage shifting priorities.
• Demonstrated discretion, professionalism, and confidentiality.

Additional Details

This position is onsite, based in Naples, FL, and requires the ability to be in-person Monday through Friday.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

DECLARATION

Human Resources retains the sole right and discretion to make changes to this job description. Any employee making changes unauthorized by the President or Human Resources will be subject to disciplinary action up to and including termination.

Seniority level

• Seniority level
  
  Mid-Senior level

Employment type

• Employment type
  
  Full-time

Job function

• Job function Administrative

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