Executive Assistant

Description

Job Title: Executive Assistant

Job Type: FT

Location: Hybrid – Charlotte, NC Office 

Who We Are

Benefits are complicated but by using innovative technology, paired with attentive and dedicated customer service, it doesn’t have to be! At Flores, we focus on technology and customer service, so our clients can focus on their employees. We are a leader in the field of consumer-based reimbursement plans, COBRA, and Direct Bill services.

Please visit our website to learn more about our people, culture, and benefits! www.flores-associates.com.

Job Summary

At Flores, we are passionate about our clients having a great experience and this also applies to our team and our future team members. Building a remarkable team is a top-level company priority. We are seeking a highly organized, proactive, and reliable Executive Assistant to provide comprehensive support to our executive team. The ideal candidate will be detail-oriented, possess exceptional communication skills, and demonstrate a strong ability to manage multiple tasks in a fast-paced environment. This role is integral in helping ensure the efficiency and effectiveness of our leadership team. The Executive Assistant will report to the CEO.

What You’ll Do

• Executive Support: Provide high-level administrative support to C-suite executives, including managing schedules, coordinating meetings, and handling day-to-day operational tasks.
• Calendar Management: Oversee and optimize the executives’ calendars, ensuring alignment with priorities, managing conflicting appointments, and anticipating scheduling needs.
• Communication & Correspondence: Draft and manage emails, memos, and other correspondence on behalf of executives, ensuring timely responses and professional communication.
• Travel Coordination: Organize and coordinate all aspects of executive travel, including flights, accommodations, itineraries, and transportation.
• Meeting Preparation & Follow-Up: Prepare agendas, gather materials, and take minutes during meetings. Follow up on action items and ensure timely completion.
• Document Management: Maintain and organize confidential files, documents, and records; assist in preparing presentations, reports, and other documentation as needed.
• Project Support: Assist with various projects and initiatives, ensuring deadlines and objectives are met.
• Office Management: Support daily office operations, including liaising with vendors, managing supplies, and ensuring a smooth office environment.
• Confidentiality & Discretion: Handle sensitive information with the utmost confidentiality and professionalism.
• Perform other duties as assigned.
• Maintain quality work that exemplifies and promotes Flores’ core values.

Requirements

Who You Are

• Minimum of 3-5 years of experience in an executive assistant or administrative support role, preferably in a corporate or professional services setting.
• Bachelor’s degree preferred or equivalent work experience will be considered.
• Strong organizational and time-management abilities.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to multitask and prioritize tasks effectively.
• High attention to detail and accuracy.
• Strong interpersonal skills and the ability to work collaboratively with a variety of stakeholders.
• Ability to anticipate needs and take initiative.
• Discretion and professionalism when handling confidential information.
• Adaptable, with a strong problem-solving mindset.
• Positive, proactive, and a team player.
• An individual that understands the value of providing a high level of customer service.

Work Environment

Flores’ standard work hours are Monday through Friday, 8:30 a.m. to 5 p.m. ET with an hour lunch. Roles may be approved for other schedules by managers. This role operates in a professional hybrid office environment based out of our Charlotte office. This role is mostly sedentary and consists of prolonged periods sitting at a desk and working on a computer. This role also utilizes other tools such as a phone, copy machine, and printer. Common programs often used are Outlook, Word, and Excel. This position frequently communicates with Flores team members and candidates and must be able to exchange accurate information clearly in these situations.

How We Support Our Team

At Flores, we invest in our people, our community and our technology and strive to provide work life b