What are the responsibilities and job description for the Executive Assistant position at Cotton & Company?
Job Description
Job Description
This is not a remote position. You must be able to commute to our office in Stuart, Florida daily.
Job description
Cotton & Company is an advertising and marketing agency doing business in Stuart, Florida for the past 40 years. Our client base is primarily within the luxury residential real estate segment. We do it all in house - from initial new business contact to execution of a complete advertising and marketing campaign.
The Executive Assistant will represent the agency and must be professional, experienced, and prepared at all times. Candidate must be client focused, extremely detail oriented and able to manage multiple projects simultaneously. An understanding of the residential real estate industry is a huge plus. Ability to multi-task, prioritize and work well under pressure is a must. This candidate is always punctual and serves as a positive balance in the workplace with strong and professional interpersonal skills.
JOB REQUIREMENTS :
Self-motivated, multi-tasker with the ability to keep multiple balls in the air at once.
Be responsible for meeting deadlines in a fast-paced, real-time media world.
Solid computer skills, including knowledge of Microsoft Office. Apple computer knowledge a plus.
Analysis-minded with a focus on metrics and attention to detail.
Embrace technology and use it to increase efficiency.
Understands that flexibility isn’t important, it’s required.
A team player.
Previous experience in a professional environment preferred.
Excellent grammar, proofreading and business English skills.
PRIMARY RESPONSIBILITIES :
Assists the president with administrative needs on day-to-day client activities, including responding to client phone calls, emails, production and creative deadlines, media placements, etc., to ensure continued progress of client workflow.
Proofreads copy, artwork, agency and printers’ proofs as requested; sees that all work completes the standard agency approval process before being reviewed by clients or turned over to suppliers.
Stays aware of client activities to provide backup when president is unavailable.
Provides input in planning stages as requested by the president. Assists in mailings, processing final copy, agendas, conference reports, proposals, correspondence, and other materials related to account service, and preparing the above for client presentations.
Makes sure all media and projects proceed according to plan and deadlines, drawing attention to the president of potential problems before they occur.
Creates and modifies various documents using Microsoft Office.
Maintains Company Outlook calendar(s) in current and accurate status.
Coordinates meetings and conference calls as needed or anticipated.
Coordinates travel arrangements as needed.
Responsible for shipping time-sensitive documents and projects.
Records minutes at various meetings and prepares / distributes call reports accordingly.
Prepares business correspondence per instruction, emails / mails outgoing correspondence; assists with public relations / new business mailings.
Performs all other related duties as assigned.
CORE COMPETENCIES :
Strong attention to detail and excellent organizational skills required.
Strong computer skills required.
Must have the ability to multi-task in a fast paced and deadline driven environment.
Must be able to always maintain professionalism and a positive service attitude.
Must be able to work Monday to Friday at our office in Stuart, FL.
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