Senior Executive Administrative Assistant

Senior Executive Administrative Assistant

Department: Administration

Employment Type: Full Time

Location: West Palm Beach, FL

Reporting To: Chris Simoes

The Senior Executive Assistant provides high-level, strategic administrative and operational support to the Chief Financial Officer within a construction and service-based business environment. This role requires prior experience supporting C-suite leaders in complex, fast-paced organizations and the ability to operate confidently within financial, accounting, and project-driven contexts common to the construction industry.

The Senior Executive Assistant functions as a trusted partner to the CFO, supporting executive priorities, coordinating across remote and local teams, and ensuring financial and operational initiatives move forward efficiently from the West Palm Beach office.

Administrative Support

• Manage and organize executives' calendars, including scheduling appointments, meetings, and travel arrangements.
• Handle incoming communications, including emails and phone calls, and respond or redirect as appropriate.
• Prepare and edit correspondence, reports, and presentations.
• Organize and maintain the filing system for important and confidential company documents.
• Coordinate and manage meetings, including agendas, minutes, and follow‑up actions.
• Assist in the preparation of company events, conferences, and board meetings.
• Provide general administrative support to the executive team.
• Handle confidential information with discretion and maintain the privacy of senior management.

Data Management and Analysis

• Develop and maintain databases, spreadsheets, and reports.
• Collect, analyze, and interpret data to identify trends and patterns.
• Create data visualizations and presentations to communicate findings.
• Develop and implement data‑driven solutions to improve processes and operations.
• Ensure data accuracy, integrity, and security.

Required Skills and Qualifications

• Minimum of 5+ years of experience supporting C‑suite executives (CFO, CEO, COO, or equivalent).
• Prior experience in construction, engineering, industrial services, or related field is required.
• Demonstrated ability to support executives operating in project‑based, deadline‑driven environments.
• Proven experience handling confidential financial, operational, and executive‑level information with discretion. High level of discretion and confidentiality.
• Excellent organizational and time management skills.
• Strong communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and PowerPoint.
• Advanced proficiency in data analysis software, such as Excel and Power BI.
• Ability to collect, analyze, and interpret data.
• Strong attention to detail and accuracy.
• Ability to communicate complex data insights to non‑technical stakeholders.
• Strong business acumen with an understanding of construction and project‑based operations.
• Ability to translate financial and operational information into clear executive‑ready materials.
• Confidence navigating conversations with finance, operations, project teams, and executive leadership.
• Sound judgment when prioritizing executive requests tied to financial or operational risk.

Preferred Skills and Qualifications

• Bachelor’s degree in Business Administration, Finance, Accounting, or a related field.
• Experience supporting finance or accounting leadership in a multi‑entity or growth‑oriented organization.

Accounting & Financial Acumen

• Working knowledge of basic accounting principles, financial terminology, and reporting structures.
• Ability to review, organize, and prepare financial documents, summaries, and executive reports.
• Comfort supporting workflows related to budgeting, forecasting, audits, and financial reviews.
• Ability to follow and support internal controls, approval processes, and documentation standards.
• Strong attention to detail when handling financial data, invoices, reports, and executive materials.

(This role does not perform accounting functions but must understand the context and flow well enough to support the CFO effectively.)