Executive Assistant to the CEO and General Counsel

Job Title 

Executive Assistant to the CEO and General Counsel

Job Description

The Assistant to the CEO plays a vital role in managing the daily administrative operations of both the CEO’s business and personal office. This position also provides essential support to the General Counsel and collaborates closely with the CEO’s Chief of Staff to facilitate the administrative aspects of the CEO’s projects and initiatives.

Responsibilities

Office of the CEO

• Liaise with high-level internal teams and external contacts across multiple times zones, including corporate senior teams, government officials, university presidents and CEOs of peer companies, and board members; 
• Handle sensitive interactions with diplomacy and discretion; 
• Manage the CEO’s ever-changing and complex calendar, working with parties across several time zones; 
• Coordinate and execute intricate domestic and international travel arrangements, including flights, ground transportation, passport and visa management, etc.;
• Support the administrative bench of special projects, such as high-profile meetings and events, as well as a range of corporate activities;
• Reconcile and process expenses and invoices in a timely manner; 
• Carryout a variety of personal tasks, some of which will intertwine with the CEO’s professional duties, while maintaining the highest degree of confidentiality and professionalism. 
• Work closely and collaboratively with the Chief of Staff on administrative tasks and projects that support the CEO’s strategic initiatives. 

Office of the General Counsel

• Maintain the General Counsel’s calendar and schedule meetings as requested; 
• Book travel, to include airfare, hotel accommodations and ground transportation;
• Timely processing of business expenses and invoices;
• Engage in internal and external email and phone communications as needed;
• Assume various legal administrative tasks and projects as identified by the General Counsel

Skills

• Service-Minded Approach: Committed to providing exceptional support with a principal-focused mindset, anticipating needs, and going above and beyond to ensure the success of executives and stakeholders.
• Detail-Oriented and Highly Organized: Exceptional organizational and time management skills with the ability to prioritize and seamlessly manage multiple shifting priorities.
• Effective Communication Skills: Strong verbal and written communication abilities, capable of interacting effectively with a diverse range of stakeholders.
• Confidentiality and Discretion: Proven track record of maintaining confidentiality and separating information and duties when supporting multiple executives.
• Technical Proficiency: Skilled in Google Workspace (Gmail, Google Drive, Google Docs), Microsoft Office Suite (Word, Excel, PowerPoint), project management tools like Asana, AI tools (Gemini, ChatGPT, Claude), and virtual meeting platforms, including Zoom and Google Meet. 
• Sound Judgment and Problem-Solving: Demonstrates excellent judgment with the ability to anticipate needs and proactively address challenges.
• Collaborative and Independent: A highly collaborative and resourceful team player who is equally capable of working independently to achieve goals.
• Event Coordination Expertise: Proven ability to manage event timelines, coordinate logistics, and ensure the successful execution of events from planning through completion.
• Integrity and Professionalism: Exhibits a strong sense of integrity and ethical decision-making.
• Generative AI Engagement: Actively utilizes, or shows a strong willingness to adopt, Generative AI tools to enhance workplace efficiency and productivity.

Requirements

• 3+ years working directly for a Senior Vice President or C-Suite Executive
• Willing and able to work in the office two days per week, attend special in-office scheduled events, accommodate work outside of regular business hours, and travel 2-3 times per year as required.

We offer a competitive benefits package including:

Remote work providing flexible work/life balance
Comprehensive Retirement Package automatically enrolled in The Company Contribution Plan (8-10% annual company contribution based on tenure)
Our Gift of Knowledge Program provides tuition assistance and substantial discounts for our employees and close family members
Competitive health benefits and new hire eligibility starts day-1 of employment
Generous Paid Time Off includes paid holidays, vacation, personal, sick paid time-off, plus one (1) volunteer day and one (1) diversity and inclusion day to participate and give back to our local communities
And so much more!

#LI-DK1
#LI-Remote

The salary range for the Executive Assistant to the CEO and General Counsel role is currently between $80,000 and $90,000, and the amount that is offered is based on the candidate's skills, experience and education, among other factors determined by the business. It is within Kaplan's discretion to adjust this range based on business needs.

Location

Fort Lauderdale, FL, USA

Additional Locations 

Employee Type

Employee

Job Functional Area 

Administrative Assistants

Business Unit

00070 Kaplan Inc

At Kaplan, we recognize the importance of attracting and retaining top talent to drive our success in a competitive market. Our salary structure and compensation philosophy reflect the value we place on the experience, education, and skills that our employees bring to the organization, taking into consideration labor market trends and total rewards.  All positions with Kaplan are paid at least $15 per hour or $31,200 per year for full-time positions. Additionally, certain positions are bonus or commission-eligible.   And we have a comprehensive benefits package, learn more about our benefits here.

Diversity & Inclusion Statement:

Kaplan is committed to cultivating an inclusive workplace that values diversity, promotes equity, and integrates inclusivity into all aspects of our operations. We are an equal opportunity employer and all qualified applicants will receive consideration for employment regardless of age, race, creed, color, national origin, ancestry, marital status, sexual orientation, gender identity or expression, disability, veteran status, nationality, or sex. We believe that diversity strengthens our organization, fuels innovation, and improves our ability to serve our students, customers, and communities. Learn more about our culture here.

Kaplan considers qualified applicants for employment even if applicants have an arrest or conviction in their background check records. Kaplan complies with related background check regulations, including but not limited to, the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.  There are various positions where certain convictions may disqualify applicants, such as those positions requiring interaction with minors, financial records, or other sensitive and/or confidential information.

Kaplan is a drug-free workplace and complies with applicable laws. 

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