Executive Assistant and Project Manager

Description

POSITION SUMMARY:

The Executive Assistant & Project Manager serves as a strategic partner to the CEO, Executive Vice President / CEO of North America, and the Executive Team. This role is responsible for enabling leadership effectiveness through proactive executive support, structured follow-through, and disciplined project coordination.

The position ensures that leadership priorities are translated into actionable plans, tracked consistently, and executed with accountability across functions. Working closely with senior stakeholders, this role supports clear communication, alignment, and operational efficiency within the executive team. This is an in-office position based in Miramar, Florida.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive Leadership Enablement

• Manage and optimize complex executive calendars aligned to strategic priorities.
• Prepare structured meeting materials and ensure clear action plans result from leadership discussions.
• Coordinate executive travel and logistics with proactive planning.
• Maintain confidentiality and exercise sound judgment in sensitive matters.

Project Management & Strategic Execution

• Lead the coordination and execution of executive-sponsored projects and cross-functional initiatives.
• Develop and maintain structured project plans, timelines, milestones, and progress dashboards.
• Define clear deliverables, ownership, and accountability across stakeholders.
• Monitor risks, identify bottlenecks, and proactively escalate or resolve issues.
• Drive follow-through on action items to ensure initiatives are completed on time and to expected standards.
• Provide regular status reporting to executive leadership on key initiatives and priorities.

Communication & Operational Effectiveness

• Draft and refine executive communications to ensure clarity and alignment.
• Translate strategic discussions into actionable next steps with clear accountability.
• Implement systems and tools that enhance visibility, efficiency, and execution discipline.
• Leverage AI-enabled tools, automation, and digital platforms to improve workflow and reporting.

Office management 

• Own and improve office operations, including supplies, facilities, cleaning, and maintenance vendor relationships.
• Streamline office processes to ensure efficiency, cost control, and a high-functioning work environment.
• Coordinate office visits, leadership meetings, and company events, including logistics, catering, and on-site execution.
• Manage office-related budgets and vendor contracts, ensuring service quality and alignment with company standards.
• Serve as the primary point of contact for office operations, proactively identifying and resolving issues.
• Undertakes additional responsibilities and tasks as directed by management.

Requirements

QUALIFICATIONS (Education, Experience, & Skills required)

Education: Bachelor’s degree or equivalent professional experience.

Experience:

• 5+ years of experience supporting senior executives and/or managing cross-functional projects in a professional environment.
• Demonstrated experience driving follow-through and coordinating initiatives across multiple stakeholders.
• Experience supporting C-suite executives.
• Experience in a multi-entity or international organization (preferred)

Competencies:

Core Competencies & Leadership Attributes

• Collaboration: Builds effective working relationships across teams and functions.
• Ownership: Demonstrates accountability and follows through on commitments.
• Customer Focus: Prioritizes internal stakeholder needs while maintaining organizational objectives.
• Continuous Improvement: Identifies opportunities to enhance processes and execution.
• Results Orientation: Delivers outcomes with discipline and attention to detail.

Role-Specific Competencies

• Project coordination and structured execution.
• Stakeholder management and influence without authority.
• Strategic prioritization and time management.
• High level of discretion and sound judgment.

Skills: 

• Strong written and verbal communication skills.
• Advanced organizational and time management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Problem-solving and proactive planning capabilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) – Advanced.
• Experience with project management and collaboration tools (e.g., Proejct, Planner, Teams, or similar) – intermediate to advanced.
• Comfortable using AI-enabled tools, automation, and digital platforms to improve efficiency and decision-making.
• Fluent English (written and spoken).
• Additional languages: Preferred but not required.

TRAVEL REQUIREMENT: 

• Up to 10%; primarily domestic travel in support of executive meetings and business priorities
• FINANCIAL RESPONSIBILITY:
• Does this job have budget responsibilities (Yes/No)? Yes           
• Does this job have other financial responsibilities (Yes/No)? No             

MANAGEMENT/SUPERVISORY AUTHORITY

• Does this job manage or supervise associates (Yes/No)? No           
• Does this job supervise in multiple business units and/or countries (Yes/No)? No