Executive Assistant

Job Purpose

The Executive Assistant provides high‑level administrative support to two senior executives with distinct functional responsibilities: the Chief Information Officer (CIO) and the Chief Operations Officer (COO). This role requires exceptional organizational skills, strong judgment, confidentiality, and the ability to manage complex, time‑sensitive workflows across both technology and corporate communications/investor relations environments. The Executive Assistant serves as a central coordination point, ensuring both leaders are prepared, informed, and supported in executing their priorities.

What you will do...

Support for the CIO

• Manage the CIO’s complex calendar, recurring leadership rhythms, meeting prioritization, and schedule optimization.
• Coordinate domestic and international travel arrangements, itineraries, logistics, and briefing materials.
• Prepare meeting packets, presentations, talking points, and status documents in partnership with IT leadership teams.
• Help coordinate IT leadership meetings, technology reviews, and cross‑functional working sessions; track action items and drive follow‑up.
• Assist with vendor coordination, purchase orders, invoice routing, and budget‑related administrative processes.
• Maintain organized digital files, reference materials, and documentation across Teams, SharePoint, and OneDrive.

Support for the COO

• Oversee the COO's intricate calendar, standing leadership routines, meeting priorities, and ongoing schedule adjustments.
• Arrange domestic and international travel plans, itineraries, logistics, and preparatory briefing materials.
• Prepare meeting packets, presentations, talking points, and status documents in partnership with Operations leadership teams.
• Help coordinate operations leadership meetings, business reviews, and cross‑functional working sessions; track action items and drive follow‑up.
• Support vendor management, purchase order processing, invoice handling, and budget‑related administrative tasks.
• Keep digital files, reference materials, and documentation well organized and current across Teams, SharePoint, and OneDrive.

Cross‑Executive and Operational Support

• Serve as a professional, responsive point of contact for internal leaders, external partners, analysts, media contacts, and vendors.
• Prepare polished correspondence, presentations, and documents with careful attention to messaging and accuracy.
• Process expenses, approvals, travel reconciliations, expense report management and other administrative tasks promptly and accurately.
• Anticipate needs, identify gaps, and proactively develop checklists, templates, tools, and structured processes for recurring activities.
• Uphold the highest standards of confidentiality, particularly regarding sensitive business information, investor‑related materials, IT security topics, and material nonpublic information.

Requirements

• A minimum of 5 years of executive assistant experience supporting senior executives, with experience supporting multiple leaders simultaneously strongly preferred.
• Experience in IT, operations, financial services, or a similar fast‑paced corporate environment is beneficial.
• Mastery of Microsoft 365 applications (Outlook, Teams, Word, PowerPoint, Excel, SharePoint, OneDrive).
• Exceptional written and verbal communication skills, including editing and formatting of executive‑level presentations and documents.
• Demonstrated ability to manage multiple competing priorities with accuracy, urgency, and professionalism.
• Strong judgment, discretion, and reliability; ability to handle confidential information with uncompromising integrity.
• Excellent relationship‑building skills and the ability to collaborate effectively with cross‑functional teams.
• Video editing experience desired but not required.

Education:
Required Bachelor’s degree

Work Environment:

• This role is performed onsite in Bonita Springs, FL.
• Occasional early mornings, evenings, or schedule adjustments may be required during earnings cycles, board meetings, or key operations and IT initiatives.
• Limited travel may be required for executive events