Executive Assistant

Description

About Empire Office

Empire Office is the largest commercial furniture dealer in the world, with over 78 years of experience and more than 425 full-time employees across the country. We are the preeminent Steelcase dealer in the United States and support a list of more than 500 manufacturers. We partner with best-in-class architects, designers, brokers, craftsmen, and manufacturers to deliver proven workspace solutions. With creative and cost-effective results, we address business challenges and activate brands.

Overview
Empire Office is currently seeking an Executive Assistant in Miami, Florida, to join our growing team. This role requires a highly mobile and adaptable professional to provide comprehensive executive support while frequently traveling throughout Florida. The ideal candidate will be adept at remote work, managing dynamic schedules, and handling critical administrative tasks while on the move. This position demands exceptional time management, discretion, and the ability to anticipate the executive's needs in a fast-paced environment.

Key Responsibilities
The Executive Assistant will manage the executive's schedule, travel arrangements, and administrative tasks while ensuring seamless operations across multiple locations.

Key responsibilities include:

• Managing executive calendars, scheduling meetings, and handling travel arrangements across Florida.
• Coordinating and facilitating meetings, conferences, and client engagements.
• Preparing presentations, reports, briefing materials, and other executive-level documentation.
• Handling correspondence, emails, and communications efficiently while working remotely.
• Assisting with expense reports, budgeting, invoice processing, and financial documentation.
• Providing high-level administrative support, including document management, research, and task prioritization.
• Anticipating the executive's needs and proactively addressing administrative or logistical challenges.
• Liaising with internal teams, clients, and external stakeholders to streamline operations.
• Adapting to changing schedules, last-minute travel requirements, and urgent tasks as needed. 

Qualifications

Skills & Qualifications

• At least 5 – 7 years of proven experience as an executive assistant, personal assistant, or in a similar high-level administrative role.
• Strong ability to manage a complex and frequently changing schedule while prioritizing tasks effectively.
• Excellent organizational, problem-solving, and time management skills with a proactive approach.
• Strong written and verbal communication skills, with the ability to interact professionally with executives and clients.
• High proficiency in remote work tools, including Microsoft Office Suite, Google Workspace, and scheduling software.
• Ability to travel frequently across Florida and work independently with minimal supervision.
• Flexibility and adaptability to shifting priorities, unexpected travel changes, and last-minute adjustments.
• Exceptional discretion and confidentiality in handling sensitive business information.
• Ability to remain composed and efficient under pressure while meeting tight deadlines.