Executive Assistant and Office Manage

As the Executive Assistant & Office Manager, you will provide high-level administrative support to the CIO and IT Leadership Team while overseeing the efficient operation of the West Palm Beach office. This role requires exceptional organizational, communication, and problem-solving skills to manage sensitive information, coordinate executive activities, and ensure seamless office operations. Serving as a trusted partner to leadership, the Executive Assistant and Office Manager acts as a key liaison for internal and external stakeholders and supports strategic initiatives, organizational communication, and employee engagement efforts.

This role is considered a member of the IT Leadership Team for informational and cultural purposes and may be included in leadership communication activities as appropriate.

Calendar Management:

• Efficiently manage the executive's calendar, including scheduling meetings, appointments, and conference calls.
• Prioritize and coordinate conflicting appointments and commitments to optimize the executive's time.

Communication:

• Serve as the primary point of contact for executive communications, screening and prioritizing correspondence, responding to inquiries, and ensuring timely follow-up with internal and external stakeholders.
• Draft, review, and distribute correspondence, reports, presentations, and other business materials to support organizational objectives.
• Coordinate company-wide communication and engagement activities, including presentation development, meeting scheduling, invitation management, and event support for leadership and employee forums.

Travel Coordination:

• Manage complex domestic and international travel arrangements for executives, including flights, accommodations, ground transportation, and other travel-related logistics.
• Coordinate registrations, travel logistics, and accommodations for conferences, industry events, executive meetings, and roundtable discussions, ensuring compliance with company policies and business objectives.

Meeting Support:

• Plan, coordinate, and execute leadership meetings, strategic planning sessions, workshops, and organizational events, including logistics, scheduling, agenda development, stakeholder communications, resource management, and follow-up activities.
• Prepare agendas, presentations, meeting materials, and executive communications to support business objectives and organizational initiatives.
• Coordinate meeting logistics, including venue selection, room reservations, technology setup, catering, travel arrangements, and meeting documentation.
• Participate in leadership meetings to capture key decisions, track action items, and support the execution of strategic priorities.

Administrative Support:

• Provide comprehensive administrative support to executives and department leadership, including document preparation, records management, research, special projects, and confidential business initiatives.
• Manage expense reporting, reconciliation, auditing, and reimbursement processes, ensuring compliance with company policies and accurate financial documentation.
• Partner with finance, accounting, and other cross-functional teams to support budget tracking, forecasting, expense management, and resolution of reporting discrepancies.
• Maintain department records, organizational charts, and other business-critical documentation to support operational effectiveness.
• Coordinate onboarding activities and administrative logistics for new hires, including workspace readiness, systems access, and orientation support.
• Support department operations through data analysis, project coordination, process improvement initiatives, and other responsibilities as assigned.

Event Planning:

• Plan and execute office events, employee engagement activities, meetings, and gatherings that support company culture and business objectives.
• Lead logistics planning and execution for large-scale company and department events, including budget management, vendor coordination, travel arrangements, audiovisual requirements, merchandise, and attendee communications.

Office Management:

• Oversee office operations, facilities, vendor relationships, and workplace logistics to ensure an efficient and productive work environment.
• Support budget administration by tracking expenses, monitoring spending, and identifying opportunities to improve operational efficiency and cost-effectiveness.

• Bachelor's degree in business administration or a related field preferred.
• 5+ years of experience as…