Executive Assistant

Frey Consulting Group; Town of Florida (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

AlphaStaffHCM is seeking an experienced Executive Assistant to provide high‑level administrative and strategic support to the CEO in a fast‑paced environment. The role oversees complex scheduling, travel logistics, and executive communications, acting as a key liaison with internal and external stakeholders.

This temporary position is converting to full‑time, onsite in Sunrise, FL, Monday–Friday, 8:30 AM–5:30 PM.

Qualifications

• 5+ years of executive support experience, preferably supporting C-level executives.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, Excel, SharePoint).
• Professional written and verbal communication.
• High level of discretion and ability to handle confidential information.
• Experience coordinating travel and managing expense reports.
• Optional: HR, professional services, or PEO environment experience.

Responsibilities

• Manage and optimize the CEO’s dynamic calendar, including rescheduling and prioritizing meetings on short notice.
• Provide high‑level administrative and strategic support to the CEO and executive team.
• Coordinate meetings with internal/external stakeholders and prepare materials (bios, reports, presentations).
• Arrange travel and accommodations for the CEO and leadership team.
• Create itineraries and meeting agendas for the CEO.
• Serve as liaison between employees, shareholders, and the CEO.
• Prepare and reconcile CEO expense reports and reimbursements.
• Handle CEO communications, calls, and inquiries.
• Maintain digital tools and platforms to support workflows.
• Coordinate with IT to troubleshoot executive tech setups.
• Assist with planning employee events and executive-hosted gatherings.
• Support the CEO and, when needed, the Chairman’s scheduling and tasks.

Skills

Executive support

Calendar management

Travel coordination

Expense reports

Discretion

Communication

C-level support

Education

Bachelor’s degree or equivalent

Tools

Microsoft 365

Job description

Explore opportunities to grow your career with us or one of our clients

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Executive Assistant - Temporary to Permanent Position

AlphaStaffHCM is a leading privately-owned Human Capital Management (HCM) partner specializing in HR services, payroll, employee benefits, and compliance solutions. Headquartered in Sunrise, Florida, AlphaStaffHCM supports small and mid-sized businesses nationwide by relieving administrative burdens and helping clients focus on growth. With over 100 corporate employees and a strong national presence, AlphaStaffHCM delivers flexible, strategic support tailored to each organization’s needs.

Position Summary:

The Executive Assistant provides high-level administrative and strategic support to the CEO, serving as a proactive partner in managing daily operations, meetings, travel, and communications. This role oversees complex scheduling, prepares executive materials, and acts as a key liaison between the CEO and internal/external stakeholders. It’s ideal for a polished, resourceful professional comfortable stepping into a fast-paced executive environment, quickly learning internal systems and culture, and making an immediate impact during a defined short-term assignment.

We are converting this temporary contract opportunity into a permanent full-time position. This is a fully onsite role located in our Sunrise, FL office, with a Monday through Friday, five-day-per-week onsite schedule 8:30 AM-5:30 PM.

Responsibilities:

• Manage and optimize the CEO’s dynamic calendar, demonstrating flexibility to seamlessly pivot, reschedule, and prioritize meetings on short notice while maintaining efficiency and professionalism.


• Provide high-level administrative and strategic support to the CEO, ensuring seamless coordination of daily operations and communications.


• Manage the CEO’s calendar and all executive, leadership, client, and vendor meetings, including scheduling, logistics, and preparation of materials such as bios, research, reports, presentations, and briefing documents.


• Coordinate travel and accommodation arrangements for the CEO and executive team.


• Create detailed itineraries and meeting agendas for the CEO.


• Act as a point of contact between employees, shareholders, and the CEO.


• Prepare, submit, and reconcile expense reimbursement reports for the CEO.


• Field telephone calls and manage incoming communications for the CEO.


• Maintain and organize digital tools, trackers, and shared platforms to support executive workflows.


• Coordinate with IT to troubleshoot technical issues and ensure smooth operation of executive tech setups.


• Support efforts to plan and coordinate employee appreciation events and executive-hosted gatherings.


• Proactively help move tasks and initiatives forward as directed by the CEO.


• Occasionally support the Chairman with scheduling, printing, and expense report preparation.

Qualifications:

• 5+ years of executive support experience, preferably supporting C-level executives


• Strong organizational and multitasking skills with attention to detail


• Proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, Excel, SharePoint)


• Professional written and verbal communication


• High level of discretion and ability to handle confidential information


• Experience coordinating travel and managing expense reports


• (Optional) Previous experience in an HR, professional services, or PEO environment preferred