Executive Assistant & Office Manager

What You’ll Do

Executive & C-Suite Support

Provide administrative support to the CEO and other West Palm Beach–based C-suite leaders.
Manage complex calendars, schedule meetings across time zones, and handle last-minute changes.
Coordinate meeting logistics, room setup, agendas, materials, and follow-up on action items.
Arrange domestic and international travel, including itineraries, accommodations, and ground transportation.
Draft and manage routine correspondence, meeting notes, and administrative documents.
Serve as a primary administrative point of contact for executives with internal and external stakeholders.
Office Management & Facilities

Own the setup, organization, and day-to-day management of the West Palm Beach office.
Act as the main point of contact for building management, landlords, and service vendors.
Oversee office supplies, equipment, mail and deliveries, kitchen/common areas, and general workspace readiness.
Coordinate repairs, maintenance, access, and other facilities-related needs.
Support on-site logistics for new hires, visitors, candidates, board members, and partners.
Help plan and execute in-office events, leadership meetings, and team gatherings.
Administrative Operations

Process expenses, invoices, purchase requests, and approvals accurately and on time.
Maintain organized records, files, contact lists, and other administrative documentation.
Identify practical improvements to office organization and administrative workflows.
What You Bring

Required

Bachelor’s degree or equivalent practical experience.
5+ years of experience supporting senior executives, preferably at the C-suite level.
Experience managing office operations, facilities coordination, or office management.
Demonstrated ability to handle sensitive and confidential information with discretion.
Exceptional organizational, time-management, and prioritization skills.
Strong written and verbal communication skills.
High level of professionalism, reliability, and responsiveness.
Preferred

Experience supporting multiple executives simultaneously.
Experience helping launch, organize, or scale a corporate office environment.
Advanced proficiency with Microsoft Office and collaboration tools (e.g., Teams).
Experience coordinating travel, vendors, and logistics in a fast-paced or high-growth setting.
Key Competencies

Strong attention to detail and follow-through.
Service-minded, “no task too small” attitude.
Ability to remain calm and effective under pressure and shifting priorities.
Sound judgment and discretion.
Adaptable, resourceful, and proactive.
Strong interpersonal skills and a collaborative, team-focused approach.