Executive Assistant

Blueteam - Boca Raton, FL

Full-time - Mid Level

Boca Raton, FL

Professional, Scientific, and Technical Services

About the position

The Executive Assistant position at BlueTeam is a pivotal role based in Boca Raton, FL, requiring on-site work. This dynamic and rapidly growing restoration, construction, and roofing company is dedicated to servicing its commercial clients and aims to become an extension of their risk and asset management teams. The company is committed to excellence, innovation, and fostering a collaborative work environment. As BlueTeam expands, it seeks a highly organized and proactive Executive Assistant to provide unparalleled support to the Chief Executive Officer (CEO). The CEO is actively involved in various aspects of the business, primarily focusing on sales, client relationships, and team building. This role is ideal for individuals who thrive in fast-paced environments and possess the necessary skills and qualities to contribute to the company's success. As the Executive Assistant to the CEO, you will play a critical role in ensuring seamless operations and effective time management for the CEO. Your responsibilities will encompass a wide range of tasks, including managing contacts in both CRM and Outlook, clearing large quantities of emails, and effectively managing the CEO's calendar. You will be responsible for scheduling and coordinating internal and external meetings, conferences, and appointments, while also considering time zones and travel plans. Additionally, you will facilitate effective communication within the executive team and across the organization, ensuring timely dissemination of information. This role requires a proactive approach to anticipating the CEO's needs and preferences, preparing comprehensive agendas for meetings, and conducting thorough research to ensure the CEO is well-prepared for engagements. Moreover, you will be tasked with arranging complex travel itineraries, managing expense reports, and maintaining confidentiality and discretion in handling sensitive information. The ideal candidate will possess exceptional organizational and time-management skills, strong written and verbal communication abilities, and a high proficiency in calendar management and scheduling tools. This position offers a competitive salary and a full range of benefits, including medical, dental, vision, short-term and long-term disability insurance, life insurance, a 401(k) plan with employer match, and paid time off (PTO).

Responsibilities

• Manage contacts in CRM and Outlook, ensuring a clean and updated set of contacts.
• Clear large quantities of emails, identifying those worth reviewing and prioritizing follow-ups.
• Effectively manage and prioritize the CEO's schedule, ensuring optimal use of time and alignment with strategic priorities.
• Schedule and coordinate internal and external meetings, conferences, and appointments, considering time zones and travel plans.
• Facilitate effective communication within the executive team and across the organization, ensuring timely dissemination of information.
• Act as a point of contact for key clients to schedule meetings and follow-ups.
• Manage all expense reports for the CEO and his direct reports, ensuring compliance with policies.
• Follow a complex time-sharing schedule for personal calendar management, including multiple dependents.
• Proactively anticipate the CEO's needs and preferences, preparing comprehensive agendas for meetings and events.
• Conduct thorough research and gather necessary materials to ensure the CEO is well-prepared for engagements.
• Arrange complex travel itineraries, including flights, accommodations, and ground transportation.
• Prioritize tasks and projects based on urgency and importance, ensuring deadlines are met.
• Follow up on action items and commitments made by the CEO, tracking progress and providing regular updates.
• Handle sensitive information with confidentiality and discretion.

Requirements

• Bachelor's degree in business administration, communications, or a related field.
• Minimum of 5 years of experience as an Executive Assistant or in a similar role.
• Proven experience supporting C-level executives.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• High proficiency in calendar management and scheduling tools.
• Ability to work effectively under pressure and prioritize tasks.
• Strong problem-solving skills and attention to detail.
• Tech-savvy with proficiency in office productivity tools (Microsoft Office, Google Workspace, etc.).

Benefits

• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance