Executive Coordinator - On-Site CEO Support & AI-Driven Ops

A & Associates; Town of Florida (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

A & Associates, Inc. is seeking an Executive Coordinator to support the CEO and corporate office in a fast-paced environment. You will organize priorities, manage correspondence, prepare reports, and advance business initiatives with a technology-forward approach.

The role requires experience in accounting/finance, business development, or staffing, and proficiency with AI tools and Microsoft Office. On-site work in Palm Beach County, FL, with a salary range of $60,000–$80,000 per year.

Qualifications

• Professional experience in at least one of the following areas: accounting/finance, business development or staffing.
• Strong executive-level organization and follow-through.
• Excellent written and verbal communication skills.
• Strong Microsoft Office skills, particularly Excel, Word, Outlook, and PowerPoint.
• Demonstrated ability to effectively use AI-enabled business tools in a professional work environment.
• Ability to organize, analyze, and present business information accurately.

Responsibilities

• Provide direct day-to-day coordination and administrative support to the CEO.
• Manage executive priorities, correspondence, follow-ups, meetings, and action items.
• Coordinate information between the CEO, corporate leadership, departments, clients, and outside business partners.
• Prepare and organize reports, correspondence, presentations, spreadsheets, meeting materials, and other business documents.
• Track assignments, commitments, deadlines, and outstanding items through completion.
• Assist with meeting preparation, notes, action items, and post-meeting follow-through.
• Maintain organized and accurate executive and business records.
• Handle sensitive and confidential information with discretion.
• Assist the CEO with business-development, sales, staffing, financial, and operational initiatives.
• Conduct business, prospect, market, and company research and organize findings for executive review.
• Track client opportunities, follow-ups, business relationships, and priority projects.
• Coordinate with internal departments to obtain information and keep executive initiatives moving.
• Review information for completeness and identify outstanding items requiring follow-up.
• Use AI-enabled tools to assist with research, information organization, data analysis, drafting, summarization, workflow, and productivity.
• Review and validate AI-assisted work for accuracy, completeness, confidentiality, and professional quality before use.
• Assist with special projects and changing executive priorities.
• Assisting with financial reports, spreadsheets, reconciliations, and supporting documentation.
• Organizing accounting and financial information for executive review.
• Tracking invoices, payments, expenses, or other financial information as assigned.
• Coordinating with accounting and corporate personnel regarding outstanding financial matters.
• Maintaining accurate and confidential financial records and supporting documentation.

Skills

Accounting/ finance

Business development

Staffing

Executive-level organization

Microsoft Office

AI-enabled tools

Data analysis

Tools

Salesforce

JazzHR

Job description

A & Associates, Inc. is seeking an Executive Coordinator to support the CEO and corporate office in a fast-paced environment. You will organize priorities, manage correspondence, prepare reports, and advance business initiatives with a technology-forward approach.

The role requires experience in accounting/finance, business development, or staffing, and proficiency with AI tools and Microsoft Office. On-site work in Palm Beach County, FL, with a salary range of $60,000–$80,000 per year.