Executive Assistant

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

Job summary

AlphaStaffHCM seeks an experienced Executive Assistant to provide high-level administrative and strategic support to the CEO. This role manages complex scheduling, travel logistics, and preparation of executive materials, acting as a key liaison with internal and external stakeholders in a fast-paced environment.

The position starts as a temporary assignment with the potential to convert to permanent full-time and is based fully on-site in Sunrise, FL, operating Monday to Friday, 8:30 AM–5:30

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.

Responsibilities

• Manage and optimize the CEO's dynamic calendar, prioritizing meetings on short notice.
• Provide high-level administrative and strategic support to the CEO.
• Coordinate meetings including scheduling, logistics, and materials.
• Arrange travel and accommodations for CEO and executive team.
• Create detailed itineraries and meeting agendas.
• Act as a point of contact between employees, shareholders, and the CEO.
• Prepare, submit, and reconcile expense reports for the CEO.
• Field calls and manage incoming communications for the CEO.
• Maintain digital tools and trackers to support executive workflows.
• Coordinate with IT to troubleshoot tech issues for executive setups.
• Support planning of employee appreciation events and hosted gatherings.
• Move tasks forward as directed by the CEO.
• Occasionally support the Chairman with scheduling, printing, and expense reports.

Skills

Executive support

Discretion & confidentiality

Organization

Communication

Tools

Microsoft 365 Suite

Outlook

Teams

PowerPoint

Excel

SharePoint

Job description

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.

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