Executive Assistant

JobSquad Florida; Boca Raton (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

JobSquad Florida in Boca Raton seeks an Executive Assistant who is detail-oriented, highly organized, service-focused, and able to exercise discretion to support the Senior Leadership Team, HR and Finance initiatives. You will manage calendars, coordinate meetings, travel, expense reports, and prepare presentations and agendas, ensuring follow-up and accurate documentation.

This on-site role requires 7+ years of EA experience, strong Microsoft Office skills, and comfort using AI tools to improve

Qualifications

• Minimum 7 years' experience as an Executive Assistant or similar role supporting senior leadership.
• Proficiency in Microsoft Office (Outlook, Word, PowerPoint and Excel).
• Comfortable using AI tools in daily work and eager to learn.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Detail-oriented and able to anticipate needs proactively while prioritizing tasks.
• Professional demeanor and reliable work ethic.
• Ability to work onsite 5 days a week in Boca Raton, FL.

Responsibilities

• Executive administrative support to Senior Leadership Team, Finance and HR including calendar management, meetings, travel arrangements and expense reports.
• Prepare, organize and maintain executive materials such as agendas, PowerPoint presentations, reports and meeting documentation, ensuring timely follow-up and tracking.
• Assist in coordination of Board of Director and Sales meetings, dinners, calls, scheduling, catering, logistics and lodging.
• Arrange hotel accommodations for offsite company meetings, clients, out-of-town visitors and trade shows.
• Support HR with pre-employment and offer-related administrative tasks as directed.
• Provide support to HR in recruitment coordination support by maintaining job postings, managing applicant tracking system updates, scheduling interviews, and communicating logistical details to candidates.
• Support HR reporting and administration by maintaining accurate employee and contractor records, tracking onboarding and hiring activity, and responding to ad hoc data requests.
• Coordinate employee onboarding activities by partnering with hiring managers on logistics, system access, equipment requests, documentation, and orientation scheduling in accordance with established processes
• Support employee engagement initiatives by coordinating logistics for company events, recognition activities, and assisting with related communications
• Assist with finance tasks such as sending client statements and updating contact information as well as analyzing travel expenses, on an as needed basis.
• Tracking Capital Expenditure approval process and maintaining files.
• Assist with tax filings and investor communications.
• Manage day-to-day office operations, including office management, office and kitchen supplies, review and distribute mail and day-to-day office management needs.
• Serve as liaison with building management: Escalate office and building issues, and coordinate with designers and vendors on office remodeling and furniture purchases.
• Other duties as assigned.

Skills

Strong communication

Time management

Organizational skills

Discretion/Confidentiality

Attention to detail

Professional demeanor

Office administration

Tools

Microsoft Office

AI tools

Job description

The ideal Executive Assistant is detail-oriented, highly organized, service-focused, maintains a high level of confidentiality and able to exercise discretion and judgment. This role requires strong communication skills and the ability to manage multiple priorities in a fast-paced environment while supporting the Senior Leadership Team and supporting HR and Finance Initiatives.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Executive Administrative support to Senior Leadership Team, Finance and Human Resources including calendar management, meeting coordination, travel arrangements and expense reports.
• Prepare, organize and maintain executive materials such as agendas, PowerPoint presentations, reports and meeting documentation, ensuring timely follow-up and tracking.
• Assist in coordination of Board of Director and Sales meetings, dinners, calls, scheduling, catering, logistics and lodging.
• Arrange hotel accommodations for offsite company meetings, clients, out-of-town visitors and trade shows.
• Support HR with pre-employment and offer-related administrative tasks as directed.
• Provide support to HR in recruitment coordination support by maintaining job postings, managing applicant tracking system updates, scheduling interviews, and communicating logistical details to candidates.
• Support HR reporting and administration by maintaining accurate employee and contractor records, tracking onboarding and hiring activity, and responding to ad hoc data requests.
• Coordinate employee onboarding activities by partnering with hiring managers on logistics, system access, equipment requests, documentation, and orientation scheduling in accordance with established processes
• Support employee engagement initiatives by coordinating logistics for company events, recognition activities, and assisting with related communications
• Assist with finance tasks such as sending client statements and updating contact information as well as analyzing travel expenses, on an as needed basis.
• Tracking Capital Expenditure approval process and maintaining files.
• Assist with tax filings and investor communications.
• Manage day-to-day office operations, including office management, office and kitchen supplies, review and distribute mail and day-to-day office management needs.
• Serve as liaison with building management: Escalate office and building issues, and coordinate with designers and vendors on office remodeling and furniture purchases.
• Other duties as assigned.

QUALIFICATIONS:

• Minimum 7 years' experience as an Executive Assistant or similar role supporting senior leadership
• Proficiency in Microsoft Office (Outlook, Word, PowerPoint and Excel)
• Comfortable using AI tools in daily work and eager to learn
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Detail-oriented and able to anticipate needs proactively while prioritizing tasks
• Professional demeanor and a strong and reliable work ethic
• Excellent time management, organizational and communication skills
• Ability to work onsite 5 days a week in Boca Raton, FL