Executive Assistant

Job Title: Executive Assistant to the CEO (Sales, CRM & Operations)

Department: Corporate

Reports To: CEO

Location: Boca Raton, FL

FLSA Status: Exempt

SUMMARY:

Executive Assistant to provide unparalleled support to our Chief Executive Officer. Our Chief Executive Officer serves actively on several fronts, but his primary focus is on sales/client relationships and team building. If you thrive in a fast-paced environment and possess the skills and qualities we seek, we invite you to apply by submitting your resume and a compelling cover letter.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

As Executive Assistant to our CEO, you'll be at the center of strategic decision-making, helping drive growth while building relationships with top commercial clients. Your primary responsibilities will include:

CEO Partnership & Accountability

• Act as an extension of the CEO; managing priorities, deadlines, and follow-through
• Proactively plan schedules, meetings, and focus time with business impact in mind
• Gatekeep time and communications to minimize distractions and maximize effectiveness
• Track commitments and hold internal teams accountable on the CEO's behalf

Sales, CRM & Executive Reporting

• Own CRM accuracy, pipeline visibility, and executive-level reporting
• Prepare weekly and monthly sales reports, dashboards, and summaries
• Track KPIs, forecasts, and performance trends for leadership review
• Ensure sales follow-ups and commitments are logged and executed

Meetings, Travel & Logistics

• Coordinate complex domestic and international travel (business and personal)
• Prepare pre-read materials, agendas, and action items for meetings
• Attend key meetings as needed to capture notes, tasks, and next steps
• Ensure all logistics are handled smoothly, efficiently, and cost-effectively

Personal Executive Support

• Manage select personal scheduling, travel, and administrative needs
• Handle confidential matters with professionalism and discretion
• Serve as a trusted point of contact for personal vendors and appointments
• Balance personal and professional priorities with clarity and good judgment

Office & Operations Support

• Fully in-office presence to support CEO and leadership team
• Coordinate with internal departments and external partners as needed
• Support office operations and executive-level events
• Maintain strong systems, organization, and documentation

SUPERVISORY RESPONSIBILITIES:

• No

QUALIFICATIONS:

Technical & Analytical Skills

• CRM experience required (Salesforce, HubSpot, Zoho, or similar)
• Strong Excel and reporting capabilities; comfortable analyzing data
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint
• Able to quickly interpret data, spot gaps, and drive clarity

Personal Attributes

• Highly proactive and organized; thinks multiple steps ahead
• Confident managing up and providing structure to a fast-moving executive
• Calm, discreet, and unflappable under pressure
• Direct communicator with excellent judgment
• Detail-oriented with high standards for follow-through

Additional Qualifications (Preferred)

• Willing and able to travel with or on behalf of the CEO
• Multilingual a plus
• Experience in sales-driven, services, or founder-led organizations

EDUCATION and/or EXPERIENCE:

• Bachelor's degree in business administration, Sales, Marketing, etc.
• 5+ years supporting a CEO or C-suite executive in a fast-moving environment
• Strong understanding of sales processes, CRM systems, and reporting
• Experience managing both professional and personal executive support
• Comfortable operating with autonomy, authority, and accountability

LANGUAGE SKILLS:

Ability to read and comprehend complex instructions, correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

REASONING ABILITY:

An ability to solve practical problems and deal with a variety of concrete and abstract variables in situations where only limited standardization exists.

PHYSICAL DEMANDS:

The physical requirements outlined below represent those necessary to successfully perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. In this position, the employee will regularly sit for extended periods and communicate verbally and in writing. The role frequently requires use of hands and fingers for keyboarding, handling documents, and operating standard office equipment. Occasionally reaching with hands and arms is required. The employee may also occasionally need to stand, bend, stoop, kneel, or maintain balance. This position may require occasionally lifting or moving items weighing up to 10 pounds. Specific vision abilities required include close vision and the ability to distinguish visual details and color for reviewing documents, reports, and screens.

WORK ENVIRONMENT:

This role is performed primarily in an office environment. The work environment typically includes standard office conditions with minimal exposure to physical hazards. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.