DescriptionExecutive Assistant to CEO - ICBD Holdings, LLCFort Lauderdale, FLAbout ICBD HoldingsICBD Holdings is a successful, fast-growing company with the culture of a startup but the resources and experience of an established firm. We offer comprehensive marketing, IT, HR, and accounting solutions exclusively to other assets that share common control within the healthcare sector. Our premier suite of companies includes an industry-leading, fast-growing autism care/ABA therapy provider with clinics in multiple states and other healthcare-focused businesses.Listed by Inc. magazine as the 5th fastest-growing private company in the U.S., we are focused on opening new clinics and remaining self-funded without private equity investment. We're also named in Inc.'s Best in Business list for Health Services, honoring companies that have made an extraordinary impact in their fields and on society.Ernst & Young recognized our CEO with its Entrepreneur of the Year® 2024 Florida Award, the preeminent business award for audacious leaders who disrupt markets, revolutionize sectors, and have a transformational impact on lives.Why You'll Love This Job
- Managing the lives of an ultra-high-net-worth CEO/founder sounds exciting and appealing to you.
- Having each day be uniquely different from the last is something you appreciate (you'll never be bored).
- Travel and event planning is a labor of love and fun for you.
- Adding value to people's lives with your brand of service excellence, efficiency, and organization is second nature.
What You'll Do
- Contribute to the CEO Office team and be willing to assist with any task or project that requires more support.
- At all times, represent the CEO and the CEO Office with professionalism, effectiveness, and kindness.
- Build and maintain a comprehensive office manual that accurately depicts workflow and responsibilities for this role.
- Manage CEO's medical conditions, coordinating with medical professionals when necessary.
- Plan all travel, including flights, aircraft management, hotels, activity and dinner reservations, international travel authorizations and visas, meal delivery, and transportation (collaborating with office-based Executive Assistant). This includes triple-checking ALL travel plans with hotels, plane managers, etc.
- Ensure CEO's travel preferences are communicated and adhered to.
- Plan and coordinate all personal events, including catering, dcor, RSVPs, and all other event-related details. Leverage corporate events department as needed.
- Manage personal tickets, ensuring stakeholders and invitees have their tickets and that CEO has necessary tickets readily available.
- Coordinate with the team to ensure accurate logistics for vehicles (e.g., proper locations for occasion).
- Collaborate with CEO on gifting program (professional), researching and acquiring unique gifts, purchasing, wrapping, sending, and tracking.
- Coordinate services for move management and ground transportation to ensure easy family transitions between residences when necessary.
- Collaborate with the CEO to create unique, memorable, and exclusive travel experiences.
- Travel in advance of CEO on certain trips to ensure all details are covered.
- Crisis management: Be prepared to handle unexpected situations at home, such as emergencies or sudden changes in plans, with calm and efficiency.
- Use the utmost discretion to protect the privacy of the CEO and his family.
- Be available to work weekends, early mornings, and evenings regularly.
RequirementsEducation/Experience and Other Requirements
- Bachelor's degree.
- 5 years of experience in a private/formal home administrative environment.
- 7 years of experience as an executive assistant.
- 7 years of experience with Microsoft Office.
- High Emotional Intelligence (EQ): Crucial for navigating complex situations and maintaining discretion.
- High Intelligence (IQ): Strong analytical and problem-solving skills with the ability to learn quickly and adapt to new challenges.
- Willingness to work long hours, including holidays and weekends, and the ability to adapt to rapidly changing environments and demands.
- Familiarity with the latest technology, tools, and platforms. Must be familiar with Microsoft Office Suite and iPhones and navigate these platforms and devices quickly.
- Willingness to maintain clean background and drug screenings, keep a clean driving record, and sign a confidentiality agreement.
- Authorization to work in the United States.
Expertise Needed
- Knowledge of luxury items, particularly fashion, as well as high-end cars, boats, and other luxury assets. Expertise in insuring and purchasing items is preferred.
- Keen desire to be of service with a no-task-too-big-or-small mentality.
- Natural ability to stay motivated.
- Team-player spirit, friendly attitude, and calm demeanor.
- Strong sense of character, ethics, commitment, and reliability.
- Social awareness: Acute awareness of social cues, etiquette, and the ability to manage relationships with high-profile individuals diplomatically.
- Unwavering attention to detail, ensuring all tasks are completed accurately and thoroughly.
- Ability to make quick decisions and handle unexpected situations with poise.
- Maintaining strict confidentiality with sensitive information and understanding the importance of privacy.
- Excellent ability to prioritize tasks, manage complex schedules, and multitask without missing deadlines.
- Exceptional communication skills: Clear, concise, and effective communication, both written and verbal, tailored to different audiences.
- Problem-solving abilities: Resourcefulness in addressing challenges and finding efficient, effective solutions.
- Ability to manage one's own time efficiently while also managing the principal's time, ensuring maximum productivity.
- Anticipating needs before they arise, taking initiative, and staying a step ahead in planning and execution.
- Resilience and stamina: Capacity to handle high-stress situations, long hours, and the physical demands of the role without burning out.
- Professionalism and poise: Maintaining a high level of professionalism, even in high-pressure situations, and representing the principal with grace.
- Logistical expertise: Strong skills in coordinating complex travel arrangements, including flights, accommodations, and transportation, ensuring a seamless experience.
- Team collaboration: Ability to work effectively as part of a team, coordinating and communicating with other executive assistants and personal assistants to ensure smooth operations.
- Interpersonal skills: Ability to interact warmly and effectively with family members, guests, and household staff, fostering a positive and respectful environment.
- Proactive home preparedness: Ensuring the home is always prepared for the principal's return, whether from travel or a day out, with everything in place to meet their expectations.