Executive Assistant

AtmosAir Solutions; Boca Raton (FL); On-site; USD 70,000 - 110,000; Full time

Job summary

AtmosAir Solutions in Boca Raton, FL is seeking an Executive Assistant reporting to the President & CEO. This in-office role requires exceptional organization, proactive problem solving, and the ability to manage competing priorities, calendar, emails, and meetings, while coordinating with internal and external stakeholders.

You will support travel planning, board materials, event coordination, and maintenance of CRM records, with discretion handling confidential information and a professional,

Qualifications

• Associate degree or equivalent experience in administrative support.
• 5+ years of C-suite support preferred.
• Proficient with MS Office, Acrobat, Zoom.
• Experience with CRM systems like NetSuite or HubSpot is a plus.
• Strong written and verbal communication.

Responsibilities

• Manage the CEO’s inbox, calendars, and priorities.
• Prepare meeting notes and materials.
• Coordinate travel, events, and trade shows.
• Maintain CRM records and coordinate sales meetings.
• Handle confidential information with discretion.
• Provide cross-department administrative support.

Skills

Executive support

Communication

Organization

Prioritization

Privacy & discretion

Education

Associate degree

Tools

Microsoft Office Suite

Adobe Acrobat Pro

Zoom

NetSuite

HubSpot

Job description

At AtmosAir Solutions, we help air make an impact. For nearly 20 years, we’ve been a trusted name in healthier indoor air, with our solutions at work in major sports stadiums and concert venues, hotels and cruise lines, hospitals and universities, office buildings and town halls. Our smart, connected systems continuously measure and improve the air people breathe, keeping every space feeling fresh, safe, and comfortable. Visit www.atmosair.com for more information.

Position Overview:

Reporting directly to the President & CEO, the Executive Assistant plays a central role in keeping daily priorities, communications, and follow-up organized and on track. This is an in-office position based in Boca Raton, FL, providing hands‑on support with inbox and task management, executive calls and meetings, travel and event planning, and other priorities. Success in this role requires exceptional organizational skills, attention to detail, responsiveness to the President & CEO’s needs, sound judgment, and a proactive, solutions‑oriented mindset with the flexibility to manage changing priorities and unexpected requests.

Key Responsibilities and Functions:

• Manage the CEO’s inbox, task lists, Outlook contacts, priorities, and follow-ups to ensure commitments are tracked and completed.
• Participate in calls with the CEO, gather meeting notes, track action items, coordinate next steps, and prepare meeting materials.
• Manage the CEO’s calendar, appointments, meetings, and changing priorities while coordinating with internal and external stakeholders.
• Coordinate business travel, trade shows, office events, industry events, and other arrangements, in collaboration with other administrative staff as needed.
• Maintain CRM contact and customer records, track sales‑related follow‑ups, and coordinate sales meetings and business introductions.
• Coordinate materials for Board meetings, executive presentations, reports, and leadership discussions.
• Track key projects, deadlines, and assignments while helping ensure priorities stay on schedule.
• Handle ad hoc requests, resolve issues, and provide administrative support across departments as needed.
• Maintain organized records and handle confidential business and personal information with discretion and sound judgment.
• Provide administrative and coordination support to other executives and department heads, including scheduling, task tracking, communications, and follow‑up.
• Perform other duties as needed.

Minimum Qualifications:

• Associate’s degree, professional administrative assistant training program completion, or equivalent relevant work experience.
• Five (5) or more years of C‑suite support experience strongly preferred.
• Proficient in Microsoft Office applications, including Outlook, Teams, PowerPoint, Word, and Excel.
• Proficiency with Adobe Acrobat Pro.
• Proficiency with ZOOM and virtual meeting coordination.
• Familiarity with iOS and Apple devices, with the ability to assist with remote troubleshooting, is strongly preferred.
• Experience with NetSuite and HubSpot, preferred.
• Responsive, flexible, proactive, and solutions‑oriented, with the ability to anticipate needs and adapt to changing priorities.
• Exceptional organizational skills, and attention to detail, with the ability to prioritize competing demands and manage multiple tasks effectively.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence, presentations, and business materials.
• Ability to work independently with minimal supervision while collaborating effectively with leadership, management, and colleagues across departments.
• Ability to maintain confidentiality and appropriate handling of sensitive information.

We are an Equal Opportunity Employer and consider all qualified applicants without regard to any protected characteristic under applicable law.