Executive Assistant & Client Operations Lead

Coastal Wealth; Boca Raton (FL); On-site; USD 55,000 - 85,000; Full time

Job summary

Coastal Wealth in Boca Raton, FL seeks an Executive Assistant / Client Operations Coordinator to provide high-level administrative and operational support. You will manage calendars, communications, meetings, and CRM workflows to keep executives and client teams aligned.

Ideal candidates are highly organized, proactive, and meticulous, with strong written and verbal communication skills, proficiency in Microsoft Office, CRM platforms, and Monday.com, and the ability to handle confidential

Qualifications

• Exceptional organizational, time-management, and multitasking abilities.
• Excellent written and verbal communication, including drafting professional emails.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Experience with CRM platforms, Monday.com, and AI-powered productivity tools.
• Strong attention to detail, follow-through, and accountability.
• Ability to anticipate needs and manage priorities independently.
• Professional demeanor with discretion for confidential information.
• Ability to collaborate while holding others accountable for deadlines.
• On-site presence required.

Responsibilities

• Proactively manage the executive's calendar, schedule, and daily priorities to maximize productivity.
• Oversee email correspondence, prioritize incoming communications, and ensure timely responses.
• Coordinate and schedule internal meetings, client appointments, and other engagements.
• Serve as a point of contact to facilitate communication between the executive, team, and clients.
• Organize, document, and transfer meeting notes from reMarkable into the CRM.
• Track and manage follow-up activities from client meetings.
• Maintain accurate client records, communications, and logs within the CRM.
• Monitor outstanding action items and follow up with team members to meet deadlines.
• Attend staff meetings, document key discussions and distribute notes and action items.
• Maintain organized systems for tracking assignments, deadlines, and deliverables.
• Identify opportunities to streamline administrative processes and improve office efficiency.
• Monitor continuing education (CE) requirements and licensing deadlines to support compliance.
• Coordinate with appropriate team members to track licensing requirements and maintain records.

Skills

Organizational skills

Time management

Multitasking

Written and verbal communication

Drafting emails

Microsoft Office

CRM platforms

Monday.com

On-site presence

Tools

CRM platforms

Monday.com

AI-powered productivity tools

Job description

Coastal Wealth in Boca Raton, FL seeks an Executive Assistant / Client Operations Coordinator to provide high-level administrative and operational support. You will manage calendars, communications, meetings, and CRM workflows to keep executives and client teams aligned.

Ideal candidates are highly organized, proactive, and meticulous, with strong written and verbal communication skills, proficiency in Microsoft Office, CRM platforms, and Monday.com, and the ability to handle confidential