Executive Assistant to the CEO

Reporting directly to the CEO, the Executive Assistant will provide executive support in a one-on-one working relationship. This person must be based in Miami, Florida as this is where our CEO is currently based, and where Surface will be relocating to in 2021. The Executive Assistant must be creative, outgoing, detail-oriented, and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community-oriented.

The ideal individual has the ability to exercise good judgment in a variety of situations, has strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance across multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities, and confidential matters with discretion.

Please reach out to Rachel Tipovski at rachelt@surfacemedia.com and Emily Greene at egreene@surfacemedia.com with your resume to submit an application, or for any questions.

 

Administrative Responsibilities:

  • Plan, coordinate and ensure the CEO's schedule is up to date, followed, and respected. The EA serves as a "gatekeeper" and "gateway”
  • Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately and as needed. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping him updated
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Complete a broad variety of administrative tasks for the CEO including, but not limited to: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings; and completing expense reports
  • Answer and route phone calls, mail, and e-mail correspondence, and handle wide-range information dissemination

Managing Internal/External Communication:

  • Serve as the principal administrative contact and liaison with all business partners, external clients, and internal staff of Surface
  • Investor relations: ensuring the CEO is on top of reports, retrieve corporate documents, records, and maintain/manage an organized database system accordingly
  • Work as a team with other executives and business partners to make sure the CEO has all necessary resources
  • Provide the CEO with daily recaps: Working with various departments to pull information/ reporting to ensure he has the necessary information
  • Creates and edits presentations, documents and reports for CEO as required
  • Participates on project teams related to a range of operational and investment matters

Specific Responsibilities for this position:

  • Assist the CEO with any personal errands or requests as needed, in an effort to alleviate a packed schedule and ensure that business tasks are able to be prioritized by the CEO
  • Assist the CEO with booking reservations for meetings and private events for Surface clients and/or investors
  • Assist the CEO with his social media accounts and online presence

Miami-Specific Qualifications:

  • Strong knowledge of the ins and outs of the local Miami lifestyle and entertainment/hospitality industry –– you’re well versed in the top restaurants, bars, private member clubs, and venues, and are able to easily coordinate reservations and private events for the CEO and Surface clients/investors as needed
  • Ability to work independently in a remote environment, keeping in consistent daily communication with the CEO and the Surface team
  • Ability to travel to, and work out of, the CEO’s home office in Miami Beach up to a few days per week/as needed until Surface’s office is relocated to the area

General Qualifications:

  • You are a forward-looking thinker, who actively seeks opportunities and proposes solutions
  • Prior experience working in Media/Publishing or a related industry, and has a general understanding of the world of art and design
  • At least 2-3 years of professional office administration and client-facing experience
  • Solid working knowledge of office processes and business policy development
  • Proficiency in GSuite (Gmail, Gcal, Gdrive, Docs, Sheets), Adobe Acrobat, Keynote, and Social Media platforms
  • Great interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy
  • Excellent organizational skills, you’re resourceful and are very detail and deadline-oriented by nature
  • Ability to work across teams and with a variety of projects and constituencies
  • Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Ability to demonstrate proactive approaches to problem-solving with strong decision-making capability
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