This is a temporary role that can lead to a permanent role.
Executive Assistant | Corporate Office | Boca Raton, FL
A leading retail organisation with operations spanning multiple international regions is seeking a highly organised and proactive Executive Assistant to support its corporate office. This is a pivotal support role for a fast-paced, multi-departmental environment, ideal for a polished professional who thrives on keeping operations running seamlessly.
About the Role
The Executive Assistant serves as the central liaison between corporate offices and key internal departments including Accounting, IT, and external partners. The successful candidate will provide high-level administrative support to senior executives while managing the day-to-day operational needs of the corporate office.
Key Responsibilities
Administrative & Office Operations
- Act as the primary administrative liaison between corporate offices and internal departments, ensuring smooth communication and coordination.
- Manage general reception duties including mail distribution and visitor management.
- Oversee day-to-day facility operations, including office equipment maintenance and building management communications.
- Manage the Meeting Room calendar and coordinate office supply and furniture procurement in accordance with company policy and budget.
- Plan and execute company meetings, functions, and events.
- Prepare, compile, proof, and distribute confidential departmental reports in both standard and non-standard formats.
- Coordinate the Weekly Staff Meeting including content scheduling, information gathering, and PowerPoint presentation preparation; support coordination of Quarterly meetings across three corporate offices.
- Manage outgoing domestic and international courier shipments, ensuring all documentation is in order for customs clearance.
Executive & Travel Support
- Provide confidential, direct administrative support to senior executives and directors.
- Prepare expense reports and domestic and international travel itineraries for assigned executives and directors.
- Coordinate group travel as directed and liaise with the Travel Management Company to ensure compliance with corporate travel policy.
- Facilitate monthly extraction of travel expenses from the travel programme to Accounting for payment.
Finance & Accounts Payable Support
- Support the Controller with accounts payable activities, including invoice coding and approval.
- Reconcile global corporate credit card statements.
- Collect and process cheques for bank deposit on a consistent basis.
IT Support
- Provide on-site physical support to the corporate IT department, including setup and reclaiming of computer equipment.
- Maintain IT supply inventory.
Candidate Profile
- Minimum 5 years of experience as an Executive Assistant or in a similar senior administrative role within a fast-paced corporate environment.
- Excellent written and verbal communication skills, with a high degree of professionalism, tact, and discretion.
- Strong interpersonal skills with the ability to interact confidently across all levels of the organisation.
- Intermediate to advanced proficiency in MS Office; familiarity with online travel and expense platforms (e.g. Concur) is an advantage.
- Exceptional organisational skills with the ability to manage multiple priorities under tight deadlines.
- Self-starter who works effectively with minimal supervision.
- Strong attention to detail.
- Retail industry experience is an advantage.
- Notary certification is a plus.
Working Conditions
- Fast-paced, open-plan corporate office environment.
- Primarily computer-based work; ability to sit for extended periods required.
