Executive Assistant to CEO | Office & Operations

Phoenix Ecommerce Technologies; Town of Florida (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

Phoenix Ecommerce Technologies is seeking an Executive Assistant to the CEO to manage calendars, travel, inbox, and vendor communications. You will also run our Weston office operations and provide light project support as needed.

You will handle recurring tasks like vendor billing, inventory, and coordinating on-site events, while ensuring confidentiality and high standards of written communication across the team.

Qualifications

• 3+ years supporting an executive, managing an office, or doing similar administrative or operations work.
• Reliable follow-through when tasks are handed to you and finished.
• Clear, friendly writing for emails to executives, vendors, hotels, and team.
• Organized with a memory for recurring deadlines and details.
• Comfortable with Google Workspace and learning new tools, including AI ones.
• Good judgment and discretion with confidential business, financial, and employee information.
• Resourceful, proactive, and able to move fast in a changing environment.

Responsibilities

• Manage CEO calendar: scheduling, rescheduling, time-zone coordination.
• Book end-to-end travel: flights, hotels, ground transport.
• Help with inbox: sort, flag urgent, draft replies, follow up.
• Do background research on companies, vendors, markets, or questions.
• Reach out to vendors/partners for CEO conversations and follow-through.
• Order supplies, equipment, and other needs.
• Run Weston office operations: packages, kitchen, stock, mail, inventory.
• Billing and vendor accounts: track recurring invoices and autopay ownership.
• Laptops/equipment: onboard/departures, wipe profiles, inventory updates.
• Company on-sites: travel/lodging, room reservations, meals, office logistics.
• Ad hoc requests and light project support as needed.

Skills

Executive support

Reliability

Strong written communication

Organization

Discretion with confidential info

Resourcefulness

Ability to work in fast-paced env

Tools

Google Workspace

Gmail

Calendar

Drive

Slack

AI tools

Job description

Phoenix Ecommerce Technologies is seeking an Executive Assistant to the CEO to manage calendars, travel, inbox, and vendor communications. You will also run our Weston office operations and provide light project support as needed.

You will handle recurring tasks like vendor billing, inventory, and coordinating on-site events, while ensuring confidentiality and high standards of written communication across the team.