Executive Assistant - Temporary to Permanent Position

Alphastaff 3, Inc.; Town of Florida, Northern (NY, KY); Hybrid; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) plan

Job summary

AlphaStaffHCM seeks an Executive Assistant to provide high-level administrative and strategic support to the CEO. The role involves managing complex scheduling, travel, and communications in a fast-paced environment.

Based onsite at our Sunrise, FL office, it is a full-time position with a traditional weekday schedule. The ideal candidate will excel at coordinating with internal teams and external stakeholders while maintaining discretion.

Qualifications

• 5+ years of executive support experience, preferably supporting C-suite 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.

Responsibilities

• Manage and optimize the CEO’s dynamic calendar and meetings.
• Provide high-level administrative and strategic support to the CEO.
• Coordinate travel and accommodation for the CEO and executive team.
• Prepare materials such as bios, reports, presentations, and briefing documents.

Skills

Executive support

Calendar management

Multitasking

Professional communication

Discretion with confidential info

Travel coordination

Expense reports

Tools

Microsoft 365 Suite

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.

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.

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

This position is primarily office‑based, with work performed on a computer in either a corporate office or a remote home office setting. The role may require using telephones, participating in virtual or in‑person meetings, attending company events, and completing training sessions. The environment is designed to be accessible and inclusive, and reasonable accommodations will be provided as needed to support individuals with disabilities.

What We Offer

We are proud to provide a comprehensive and competitive total rewards package designed to support your health, financial security, and overall well‑being. Highlights include:

Competitive Compensation

Salary package aligned with experience and market standards.

Robust Benefits Package

Medical Insurance: More than 80% employer‑covered for employees and approximately 56–66% employer‑covered for dependents (varies by United Healthcare plan).

Supplemental Insurance Options

HSA & FSA Eligibility:

oIncludes a $1,000 employer HSA contribution for eligible plans

Pet Insurance

Legal Discount Plan

And more

401(k) plan with company contribution

Wellness & Work-Life Support

Your holistic well‑being matters to us. We offer:

A year‑round wellness event calendar

Wellness challenges

Employee Assistance Program (EAP) for confidential support

Employee discount program

A culture that encourages balance and personal wellness

Paid Time Off

Generous PTO

Paid holidays

Floating holiday

Volunteer time off, empowering you to give back

Company Overview

Since 1997, AlphaStaffHCM has delivered HR outsourcing solutions to thousands of small and medium‑sized businesses across the country, as well as some large organizations. AlphaStaffHCM is majority‑owned by its management team, giving it the freedom to invest in its employees and client relationships to drive long‑term value. With a dynamic, adaptable approach, we continually find the best solutions to meet our clients’ needs. We help our clients improve talent management, compliance, employee benefits, and HR technology by creating tailored solutions. Our experienced leadership team comprises thought leaders in the human capital management and insurance sectors. We are constantly looking for “athletes” – driven and passionate individuals, to join our dynamic team. Our company culture emphasizes diversity and a collaborative environment where everyone’s opinion is valued. As a team, we have one mission: to create Raving Fans with every interaction as we help our clients solve day‑to‑day human capital challenges better, faster, and smarter.

Disclaimers

AlphaStaff, Inc. is an Equal Employment Opportunity (EEO) employer and does not discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), past or present military service, disability, genetic information, or any other basis protected by applicable federal, state, or local laws. AlphaStaff, Inc. also prohibits harassment of applicants or employees based on any of these protected categories.

To help ensure a safe, healthy, and productive work environment for our employees and others, to protect company property, and to ensure efficient operations, AlphaStaff, Inc. has adopted a policy of maintaining a workplace free of drugs and alcohol. Employees and applicants may be requested to submit to drug and alcohol testing in accordance with applicable law.

This job posting is a corporate role within AlphaStaff’s internal team and is not associated with client‑facing staffing services but is intended for hiring within our internal operations.