Executive Administrative Assistant

Executive Support & Operations

We are seeking a highly experienced proactive and exceptionally organized Executive Assistantto provide high-level support to our executive leadership team while contributing to key operational initiatives.

This role requires strong judgment discretion and the ability to anticipate executive needs proactively communicate progress and take initiative without requiring frequent direction. The successful candidate will function as a trusted partner to leadershipbringing structure visibility and follow-through to a fast-paced environment.

• Manage complex executive calendars with accuracy efficiency and foresight using Outlook.
• Proactively anticipate executive needs by monitoring schedules priorities deadlines and commitments and taking appropriate action without being asked.
• Proactively keep executives and senior leadership informed of project status key milestones risks and next stepsparticularly for events and special initiativesso leadership does not need to ask for updates.
• Provide concise timely status updates and recommendations to support executive decision-making.
• Keep executives well informed of upcoming responsibilities deadlines and potential conflicts following up as needed to ensure preparedness.
• Screen and manage phone calls emails and correspondence on behalf of executives to ensure timely professional responses.
• Arrange complex domestic and international travel for executives and trade-show teams including detailed itineraries and logistics.
• Prepare executive-level presentations reports organizational charts and supporting materials.
• Reconcile and submit executive corporate expenses accurately and on time using Paycom.

• Plan coordinate and execute meetings and company events of varying scale.
• Own the end-to-end planning and execution of major annual company events including:
  • Annual Company Picnic
  • Annual Year-End Holiday Party & Awards Presentation
• For these major events assume full ownership including:
  • Developing and managing event budgets in alignment with executive guidance
  • Sourcing negotiating and coordinating with venues caterers entertainment rentals and other vendors
  • Establishing and leading an event planning committee including setting meeting cadence assigning responsibilities and driving accountability
  • Creating detailed project timelines task lists and internal communications
  • Designing and managing the run-of-show including agendas awards flow speeches and program timing
  • Coordinating logistics such as invitations RSVPs seating décor audiovisual needs and on-site setup
  • Providing regular proactive status updates to executives on planning progress risks and readiness
  • Serving as the primary point of contact on the day of the event to ensure smooth execution
  • Conducting post-event wrap-up vendor reconciliation and follow-up as needed
• Prepare meeting agendas take minutes when requested and establish systems to track and close out follow-up items.
• Host key customers and visitors with a high level of professionalism and hospitality including room preparation refreshments meals and elevated service when appropriate.

• Coordinate with external vendors and contractors for maintenance repairs and operational needs.
• Support executives in managing business contacts and following up on key relationships.
• Collaborate cross-functionally on special projects requiring discretion organization and attention to detail.
• Maintain a strong working knowledge of Allstate Florals leadership operations and business priorities.

• Handle sensitive and confidential information with the highest level of discretion.
• Represent the executive office and company professionally in communication appearance and conduct.
• Run business-related errands as needed.

• One to three years proven experience as an Executive Assistant Senior Executive Assistant or Executive Administrator supporting senior leadership.
• Demonstrated ability to anticipate executive needs proactively communicate status and drive work forward without frequent direction.
• Exceptional organizational planning and time-management skills.
• Strong written and verbal communication skills with the ability to deliver concise executive-ready updates.
• Excellent interpersonal and customer service skills with the ability to interact effectively with executives employees customers vendors and company ownership.
• Proven ability to lead cross-functional committees and hold contributors accountable.
• High level of professionalism discretion and sound judgment.
• Strong attention to detail with the ability to identify and resolve discrepancies.
• Advanced proficiency in Microsoft Office (Outlook Word Excel PowerPoint).
• Ability to learn and use enterprise systems and office technologies.
• Ability to multitask manage competing priorities and meet deadlines.
• Dependable persistent and able to work independently.

• High school diploma required.
• Additional education or certification as an Executive or Personal Assistant is a plus.

Salary Range

• Medical
• Dental
• Vision
• Life Insurance
• 401(k)
• Paid Time Off
• Paid Holidays

About Allstate Floral

Allstate Floral is a leading home décor company that has become known for its innovative designs and breadth of high-quality artificial flowers and home décor accessories. Products include decorative flowers plants trees home accents and holiday décor sold through a broad spectrum of global retailers distributors and interior designers. Allstate Floral fosters an energetic work environment of creativity and collaboration. As theleading importer with the largest in-stock decorative flowers greenery and home decor Allstate Floral is always looking torecruit and retain exceptional peoplewho are skilled confident innovative and committed to providing excellent customer service to buyers.

Allstate Floral is an equal opportunity employer.

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