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The World, Residences at Sea, is the largest privately owned residential yacht on earth. At The World we are one team, we are always passionate and caring and we support one another in mutual respect. We believe in our mission and drive for continuous improvement by challenging each other to be better and by measuring and benchmarking against the best. We take ownership and hold ourselves accountable. We have a unified, empowered, and strong team culture that values diversity and recognizes, develops and retains talent.
The Executive Assistant to the CEO and CFO provides executive and administrative support in a one-on-one working relationship to both executives. The Executive Assistant serves as the primary point of contact for internal and external parties on all matters pertaining to the Executive Office. The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates external relation efforts with Residents, Guests and Vendors; and oversees special projects.
Responsibilities
- Completes a broad variety of administrative tasks for the CEO and CFO including, but not limited to, managing an extremely active calendar of appointments; completing expense reports; preparing and posting reports; composing and preparing correspondence that at times is confidential; arranging complex and detailed travel plans, itineraries, and agendas; and other administrative duties within the accounting department
- Plans, coordinates and ensures the CEO’s and CFO’s schedules are followed
- Screens incoming phone calls and provides “gatekeeper” role, creating mutually beneficial situations for direct access to the CEO’s and CFO’s time
- Communicates directly, and on behalf of the CEO and CFO, with Board members, Residents, and others, on matters related to the Executive Team’s priorities and initiatives
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and CFO, including those of a sensitive or confidential nature, determines appropriate course of action, referral, and/or response
- Provides for smooth communication between the Executive Office and internal departments; demonstrates trust and supports all staff
- Works closely and effectively with the CEO and CFO to keep them accurately informed of upcoming commitments and responsibilities, and to ensure appropriate follow-up actions are taken
- Manages a variety of special projects for the CEO and CFO, some of which may have organizational impact
- Gathers insurance information for applications and quote requests and responds to Residents with respect to individual insurance coverage(s).
- Serves as the Executive Team’s administrative liaison to the Board of Directors; maintains discretion and confidentiality in relationships with all Board members
- Coordinates “all-employee” meetings, including call in numbers
- Schedules and coordinates video conference meetings for the Senior Leadership Team
- Acts as the Office leader for fire drills and other building events
- Works on other tasks and special projects as assigned
Hiring Requirements
- Minimum 5-10 years of experience supporting C-Level Executives preferred; experience in Public Relations a plus
- Bachelor’s degree preferred
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and managing content on an internal website. SharePoint knowledge a plus
- Strong administrative and organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, Residents and external partners
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
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