Business Administrator

At ILG Private Wealth, we are seeking a highly skilled and organized Executive Assistant to provide administrative support for executives while exercising confidentiality, tact, and diplomacy.

The essence of this role is to enable executives to work as efficiently and effectively as possible.

We are looking for someone who can identify and accommodate the preferred support methods for the executive, maintaining strong communication and ensuring efficiency and effectiveness in their schedules.

Responsibilities

• Manage executive calendars, prioritize meetings, resolve scheduling conflicts, and keep executives informed of changes to ensure they remain on schedule.
• Triage and respond to communications based on executive preferences, coordinating responses to information requests and surveys as needed.
• Assist executives with meeting preparations, including creating agendas, gathering materials in advance, and distributing materials.
• Prepare, update, and organize information (e.g., PowerPoint presentations, Excel reports, Word documents) for inclusion in reports, correspondence, and budgets, ensuring accuracy and professionalism.
• Optimize executive travel arrangements, including transportation, accommodations, and complex itineraries. Process related expense reports.
• Stay informed of new tools and technologies to enhance executive productivity, sharing insights and troubleshooting as needed.

Qualifications

• Knowledge of administrative procedures, software applications (e.g., Microsoft Office Word, Excel, PowerPoint, Teams, Adobe Acrobat), records management systems, and business procedures.
• Excellent organizational and time management skills, with the ability to anticipate needs, be resourceful, and demonstrate attention to detail.
• A high level of professionalism, with the ability to handle confidential information with discretion, tactfully manage relationships, and foster positive communication.