Executive Assistant – CFO & Marketing

Coastaltechcorp; Vero Beach (FL); Hybrid; USD 50,000 - 75,000; Full time

Job summary

A leading technology firm is seeking an Executive Assistant in Vero Beach, FL. The ideal candidate will provide comprehensive administrative support to the CFO and Marketing Team, manage office operations, and demonstrate strong organizational abilities. Proficiency in Microsoft Office and experience in a fast-paced environment are required. This role offers flexibility in working arrangements and competitive pay based on experience.

Qualifications

• Proven experience providing executive assistant support in a high-demand environment.
• Ability to work independently with minimal supervision; proactive attitude is crucial.
• Strong customer service skills with a focus on internal and external stakeholders.
• Excellent organizational and multitasking abilities, with a proven record of managing competing priorities.
• Proficient in Microsoft Office Suite, Microsoft Teams and WebEx. Ability to become proficient in management of Deltek and other appliable accounting platforms.
• Experience managing complex calendars and tracking multiple schedules.
• Strong written and oral communication skills, with attention to detail in all forms of documentation.
• Ability to exercise good judgment, especially when addressing urgent calendar changes or issues.
• Skilled in problem-solving and providing solutions to administrative challenges.
• Ability to work effectively in a team environment, providing recommendations for improvement in administrative processes.
• Flexible work schedule, including availability for nights, weekends, and holidays as needed.
• Ability to work both onsite and remotely with a high degree of productivity and professionalism.

Responsibilities

• Provide administrative support to executive staff and manage office operations.
• Conduct independent research and prepare materials using Microsoft Office.
• Summarize lengthy documents and brief executive staff on priority matters.
• Perform independent research and prepare summary tables, presentations, and other materials using Microsoft Office (Word, Excel, PowerPoint, Outlook), SharePoint, Deltek and Adobe Acrobat.
• Prepare correspondence, reports, and documents; proofread materials for accuracy and consistency.
• Maintain confidentiality and safeguard sensitive and private information in accordance with Coastal Tech standards.
• Coordinate President and CFO personnel matters, including file compliance, operating methods, and travel plans.
• Summarize lengthy documents and briefs executive staff on routine and high-priority matters.
• Maintain proficiency in electronic records and presentation tracking systems.

Skills

Executive assistant experience

Customer service skills

Organizational abilities

Proficiency in Microsoft Office Suite

Strong written and oral communication

Problem-solving skills

Flexibility in work schedule

Tools

Microsoft Teams

WebEx

Deltek

Adobe Acrobat

Adobe Acrobat

Excel

PowerPoint

Outlook

Job description

The selected applicant will provide clerical, accounting, marketing documents creation, file management and other miscellaneous support to the Chief Financial Officer and Marketing Team of Coastal Tech.

MINIMUM QUALIFICATIONS

• Proven experience providing executive assistant support in a high-demand environment
• Ability to work independently with minimal supervision; a proactive, self-starting attitude is crucial
• Strong customer service skills with a focus on internal and external stakeholders at all levels
• Excellent organizational and multitasking abilities, with a proven record of managing competing priorities
• Proficient in Microsoft Office Suite, Microsoft Teams and WebEx. Ability to become proficient in management of Deltek and other appliable accounting platforms.
• Experience managing complex calendars and tracking multiple schedules
• Strong written and oral communication skills, with attention to detail in all forms of documentation
• Ability to exercise good judgment, especially when addressing urgent calendar changes or issues
• Skilled in problem-solving and providing solutions to administrative challenges
• Ability to work effectively in a team environment, providing recommendations for improvement in administrative processes
• Flexible work schedule, including availability for nights, weekends, and holidays as needed
• Ability to work both onsite and remotely with a high degree of productivity and professionalism

SKILLS AND EXPERIENCE

• Experience performing budgeting and accounting on construction or engineering projects for public and private sector
• Experience with creating, editing, and styling Coastal Tech marketing materials/ responses to specific requests for qualifications and requests for information in response to public sector and private sector clients

RESPONSIBILITES

• The ideal candidate will have a proven ability to provide executive-level administrative support, work independently, and manage multiple tasks in a fast-paced environment
• This role includes working closely with senior leadership and contributing to the overall success of Coastal Tech’s mission
• Provide administrative support to executive staff, including managing office operations such as budgeting, personnel records, and payroll
• Perform independent research and prepare summary tables, presentations, and other materials using Microsoft Office (Word, Excel, PowerPoint, Outlook), SharePoint, Deltek and Adobe Acrobat
• Prepare correspondence, reports, and documents; proofread materials for accuracy and consistency
• Maintain confidentiality and safeguard sensitive and private information in accordance with Coastal Tech standards
• Coordinate President and CFO personnel matters, including file compliance, operating methods, and travel plans
• Summarize lengthy documents and briefs executive staff on routine and high-priority matters
• Maintain proficiency in electronic records and presentation tracking systems

OTHER

Job Location: Vero Beach or Melbourne, FL (or remote as approved by President)

Starting Pay: Commensurate with experience and qualifications

Hours: Varied, or full-time as agreed upon with CFO

Must be able to push/pull/lift up to 50 lbs.

Must be able to move up to 50 lbs. up and down stairs.

TO APPLY

Job open: 10/03/2025
Job Close: Upon hired (stop accepting resumes)
Send Resume: 1) email: [e-mail]; or 2) mail: 3625 20th Street, Vero Beach, FL 32960

PLEASE INCLUDE JOB NUMBER ON RESUME

Coastal Technology Corporation (Coastal Tech) is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran’s status, or disability status.