Executive Assistant and Office Manage

As the Executive Assistant & Office Manager, you will provide high-level administrative support to the CIO and IT Leadership Team while overseeing the efficient operation of the West Palm Beach office. This role requires exceptional organizational, communication, and problem-solving skills to manage sensitive information, coordinate executive activities, and ensure seamless office operations. Serving as a trusted partner to leadership, the Executive Assistant and Office Manager acts as a key liaison for internal and external stakeholders and supports strategic initiatives, organizational communication, and employee engagement efforts. This role is considered a member of the IT Leadership Team for informational and cultural purposes and may be included in leadership communication activities as appropriate.

Responsibilities

Calendar Management:

• Efficiently manage the executive's calendar, including scheduling meetings, appointments, and conference calls.

• Prioritize and coordinate conflicting appointments and commitments to optimize the executive's time.

Communication:

• Serve as the primary point of contact for executive communications, screening and prioritizing correspondence, responding to inquiries, and ensuring timely follow-up with internal and external stakeholders.

• Draft, review, and distribute correspondence, reports, presentations, and other business materials to support organizational objectives.

• Coordinate company-wide communication and engagement activities, including presentation development, meeting scheduling, invitation management, and event support for leadership and employee forums.

Travel Coordination:

• Manage complex domestic and international travel arrangements for executives, including flights, accommodations, ground transportation, and other travel-related logistics.

• Coordinate registrations, travel logistics, and accommodations for conferences, industry events, executive meetings, and roundtable discussions, ensuring compliance with company policies and business objectives.

Meeting Support:

• Plan, coordinate, and execute leadership meetings, strategic planning sessions, workshops, and organizational events, including logistics, scheduling, agenda development, stakeholder communications, resource management, and follow-up activities.

• Prepare agendas, presentations, meeting materials, and executive communications to support business objectives and organizational initiatives.

• Coordinate meeting logistics, including venue selection, room reservations, technology setup, catering, travel arrangements, and meeting documentation.

• Participate in leadership meetings to capture key decisions, track action items, and support the execution of strategic priorities.

Administrative Support:

• Provide comprehensive administrative support to executives and department leadership, including document preparation, records management, research, special projects, and confidential business initiatives.

• Manage expense reporting, reconciliation, auditing, and reimbursement processes, ensuring compliance with company policies and accurate financial documentation.

• Partner with finance, accounting, and other cross-functional teams to support budget tracking, forecasting, expense management, and resolution of reporting discrepancies.

• Maintain department records, organizational charts, and other business-critical documentation to support operational effectiveness.

• Coordinate onboarding activities and administrative logistics for new hires, including workspace readiness, systems access, and orientation support.

• Support department operations through data analysis, project coordination, process improvement initiatives, and other responsibilities as assigned.

Event Planning:

• Plan and execute office events, employee engagement activities, meetings, and gatherings that support company culture and business objectives.

• Lead logistics planning and execution for large-scale company and department events, including budget management, vendor coordination, travel arrangements, audiovisual requirements, merchandise, and attendee communications.

Office Management:

• Oversee office operations, facilities, vendor relationships, and workplace logistics to ensure an efficient and productive work environment.

• Support budget administration by tracking expenses, monitoring spending, and identifying opportunities to improve operational efficiency and cost-effectiveness.

Qualifications

• Bachelor's degree in business administration or a related field preferred.

• 5+ years of experience as an executive assistant supporting C-Level executives.

• Strong organizational skills with the ability to multitask and prioritize competing demands effectively.

• Excellent written and verbal communication skills, with a keen eye for detail and accuracy.

• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)

• Discretion and professionalism in handling confidential information and sensitive matters.

• Ability to work independently with minimal supervision and demonstrate initiative.

• Flexibility to adapt to changing priorities and work under pressure in a fast-paced environment.

• Strong interpersonal skills with the ability to interact professionally at all levels of the organization.

• Experience supporting a technology/IT organization or leadership team is a plus.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

If you can imagine yourself in this role, we look forward to hearing from you. Duracell is committed to hiring incredible talent, and as such, offers competitive compensation packages and employee benefits. To this same end, Duracell respects and values the aspects that make each candidate unique and, as an Equal Opportunity employer, is committed to providing a work environment that is free of discrimination against employees and applicants on the basis of any factor prohibited by applicable laws and regulations.

About UsDuracell is the world’s leading manufacturer and marketer of high-performance alkaline batteries, complemented by a portfolio of high quality, market leading specialty, rechargeable and professional batteries. Duracell’s products power numerous critical professional devices across the globe such as heart rate monitors, defibrillators, telemetry devices, smoke detectors, fire alarms, automated valves and security systems. As the leader in the professional power category, Duracell has a rich history of innovation, continuously introducing batteries that are smaller, thinner, with more energy and longer lasting than competitive brands. Since March 2016, Duracell has found its permanent home within Berkshire Hathaway (ranked #4 World's Most Admired Companies by Fortune Magazine and #3 in the Fortune 500), and will continue to focus on sustainable growth, industry-leading innovation while creating long-term value for our customers and consumers. At Duracell, integrity, end-to-end accountability across all levels, fast decision-making and a “can do” attitude is highly valued.