Executive Assistant, Facilities

Overview

The Executive Assistant provides high-level administrative support, managing the Executive’s schedule, communications, and projects. Responsibilities include coordinating meetings, preparing documents, managing travel, and handling confidential information. This role ensures smooth operations while supporting key business initiatives. Strong organizational and communication skills are essential.

The Executive Assistant will provide exemplary service in a manner consistent with the values and mission of the Castle Group.  He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service.

Responsibilities

• Oversee scheduling, meetings, appointments, and travel arrangements to ensure effective use of the Executive’s time.

• Organize and streamline the Executive’s commitments, focusing on key priorities and maximizing productivity.

• Serve as the main point of contact for internal and external stakeholders, managing communications and ensuring timely follow-ups.

• Draft, edit, and proofread emails, reports, presentations, and other materials for the Executive.

• Prepare agendas, attend meetings, take notes, and follow up on action items.

• Assist with key projects, tracking progress and deadlines to ensure completion.

• Organize travel plans and manage expense reporting and budget tracking for the Executive.

• Organize and protect confidential files, documents, and records.

• Work with department heads and teams to support smooth communication and alignment on business goals.

• May support or help coordinate company events and executive meetings.

• May support multiple Executives.

• Perform additional tasks as assigned, ensuring confidentiality and professionalism.

Supervisory Responsibilities

• None

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Required Education and Experience

• High school diploma required;

• Bachelor’s degree in business administration or related field preferred, may substitute experience for degree.

• Minimum of 5 years of related experience serving a C-Class executive.

• Professional event management a plus.

• Extensive travel arrangement experience, domestic and international.

• Some Property Management experience is a plus.

• Proficiency with Quickbooks is desirable but not required

• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

• Valid Driver’s License required.

Skills and Abilities

• Multiple language fluency is desirable and may be required.

• Highly organized, detail-oriented, people-oriented individual.

• Able to type 60 words per minute.

• Able to work under tight deadlines and use time effectively based on key priorities.

• Strong customer service, communication, and interpersonal skills.

• Effective written and verbal communication skills with influence ability to gain buy-in from teammates, customers, and management.

• Possess a high level of Emotional Intelligence, motivation, empathy, and social skills used to build and maintain relationships.

• Ability to present and communicate effectively.

• Extremely proficient with Microsoft Office Suite or similar software with the ability to easily learn new or updated software.

• Ability to act with integrity, professionalism, and confidentiality.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Able to work under pressure, maintain composure and utilize good judgment during emergency/difficult and stressful situations.

• Ability to

• lift 10Ibs

• hear, understand and respond appropriately to verbal requests made in person and over the telephone.

• work in an upright standing or sitting position for long periods of time, minimum 75% of the day.

• communicate, receive and respond verbally and written in an understandable, professional manner.

• reach, grasp, lift, stoop and bend.

• quickly and easily navigate the property/ building as required.

• Visual ability correctable to 20/20.

• Manual dexterity to input data into the computer.

• Must be able to work extended hours and weekends based on need.

• Must be able to respond to emergencies in a timely manner.

• May be required to travel long distances to different locations throughout the State of Florida to attend and execute overnight meetings such as the Mid-Year Executive Retreat and the Annual Retreat.

EQUAL EMPLOYMENT OPPORTUNITY

Castle is an equal opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws.

DISCLAIMER

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.