Executive Assistant & Administrative Manager

The Executive Assistant & Administrative Manager keeps Resolve's executive office and Fort Lauderdale headquarters running.

The role handles executive travel and calendars, board and committee logistics, and the routing, signature and filing of corporate and legal documents, and provides legal secretarial support to the General Counsel.

It also manages the office itself, including facilities, vendors, supplies and front-office staff support.

This role reports to the Chief Financial Officer and also supports the CEO and other senior executives.

Position Responsibilities: Executive Support and Travel Book travel and hotels for the CFO, CEO and visiting board members and senior management.

Keep track of executive itineraries and out-of-office schedules so documents and approvals can still move while executives travel.Expense report management for board of directors and executive management.

Schedule and arrange venues, catering and attendee lodging for in-person board and senior management meetings.

Office and Facilities Management Manage building vendors, including pest control, plumbing, HVAC and office cleaning.

Schedule service calls and pass invoices to AP for approval.Coordinate office projects with the facilities and repairs to offices.

Send building notices to staff and post signage.

Order office supplies and snacks.

Front Office and Staff Support Train and back up front-desk and reception staff, as well as route inbound company calls.

Serve as the go-to contact for administrative questions from executives and HQ staff.Manage company mail and outbound administrative shipping.

Legal Support to the General Counsel Maintain legal entity records, officer and director lists, and a compliance calendar for annual reports, registered agent renewals and foreign filings.

Support the current project to consolidate legal entities.Prepare and file documents with state and federal agencies and, when needed, courts.

Track filing deadlines and statutes of limitations.Manage the General Counsel's calendar, including meetings with outside counsel, mediations, depositions, hearings and related travel.Open, organize and index contract and matter files, both physical and electronic, so any agreement can be retrieved quickly.Assemble signature packets, exhibits, closing checklists and closing binders for transactions, loans, property deals and vessel sales.Notarize documents for executives and the General Counsel.