Executive Assistant to CEO

Executive Miami, Florida


Description

Position at Havas Media

EXECUTIVE ASSISTANT TO CEO

Havas Media Miami is looking for an Executive Assistant to CEO to provide high-level day-to-day support to the company Global CEO. Must be comfortable working cross-functionally in a fast-paced environment and able to pivot skills as needed.

Key Responsibilities:

  • Calendar management and scheduling - coordination of meetings with both internal team and external clients; greeting clients and setting up hospitality when needed.
  • Daily briefings of priorities, schedule and commitments
  • Prepare and send necessary meeting materials
  • Creation of meeting agendas, meeting notes and memos as requested
  • Filing and organization of CEO documents.
  • Actively maintain expense reports including coding and submission of both EA and CEO expense reports through our internal system.
  • Arranging all travel bookings including airfare, hotels and rentals
  • Oversee projects as requested by CEO
  • Personal errands and lunches
  • Maintain and protect operations by keeping sensitive information confidential
  • Management + tracking of CEO’s business contacts in designated agency system
  • Compiling reports and company deliverable tracking
  • Population of internal systems including the company project manage and CRM systems
  • Research to assist with client communication as requested

Skills include:

  • Proficiency in Microsoft Office Suite: Excel, Word and PowerPoint including formulas is a MUST
  • Proficiency in email cloud services (Lotus notes, Google apps, Outlook, etc.)
  • Excellent organizational, communication and time management skills
  • Ability to work in a fast-paced environment with evolving priorities
  • Knowledge of advertising and media a plus
  • Comfortable speaking to and receiving clients

Eligibility:

  • Minimum 5 years previous experience.
  • Prior experience providing support to other C-level executives.
  • Must be bilingual (English/Spanish).