Executive Assistant

Company Description

At AtmosAir Solutions, we help air make an impact. For nearly 20 years, we’ve been a trusted name in healthier indoor air, with our solutions at work in major sports stadiums and concert venues, hotels and cruise lines, hospitals and universities, office buildings and town halls. Our smart, connected systems continuously measure and improve the air people breathe, keeping every space feeling fresh, safe, and comfortable. Visit www.atmosair.com for more information.

Reporting directly to the President & CEO, the Executive Assistant plays a central role in keeping daily priorities, communications, and follow-up organized and on track. This is an in-office position based in Boca Raton, FL, providing hands-on support with inbox and task management, executive calls and meetings, travel and event planning, and other priorities. Success in this role requires exceptional organizational skills, attention to detail, responsiveness to the President & CEO’s needs, sound judgment, and a proactive, solutions-oriented mindset with the flexibility to manage changing priorities and unexpected requests.

Key Responsibilities and Functions

• Manage the CEO’s inbox, task lists, Outlook contacts, priorities, and follow-ups to ensure commitments are tracked and completed.
• Participate in calls with the CEO, gather meeting notes, track action items, coordinate next steps, and prepare meeting materials.
• Manage the CEO’s calendar, appointments, meetings, and changing priorities while coordinating with internal and external stakeholders.
• Coordinate business travel, trade shows, office events, industry events, and other arrangements, in collaboration with other administrative staff as needed.
• Maintain CRM contact and customer records, track sales-related follow-ups, and coordinate sales meetings and business introductions.
• Coordinate materials for Board meetings, executive presentations, reports, and leadership discussions.
• Track key projects, deadlines, and assignments while helping ensure priorities stay on schedule.
• Handle ad hoc requests, resolve issues, and provide administrative support across departments as needed.
• Maintain organized records and handle confidential business and personal information with discretion and sound judgment.
• Provide administrative and coordination support to other executives and department heads, including scheduling, task tracking, communications, and follow-up.
• Perform other duties as needed.

Minimum Qualifications

• Associate’s degree, professional administrative assistant training program completion, or equivalent relevant work experience.
• Five (5) or more years of C-suite support experience strongly preferred.
• Proficient in Microsoft Office applications, including Outlook, Teams, PowerPoint, Word, and Excel.
• Proficiency with Adobe Acrobat Pro.
• Proficiency with ZOOM and virtual meeting coordination.
• Familiarity with iOS and Apple devices, with the ability to assist with remote troubleshooting, is strongly preferred.
• Experience with NetSuite and HubSpot, preferred.
• Responsive, flexible, proactive, and solutions-oriented, with the ability to anticipate needs and adapt to changing priorities.
• Exceptional organizational skills, and attention to detail, with the ability to prioritize competing demands and manage multiple tasks effectively.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence, presentations, and business materials.
• Ability to work independently with minimal supervision while collaborating effectively with leadership, management, and colleagues across departments.
• Ability to maintain confidentiality and appropriate handling of sensitive information.

We are an Equal Opportunity Employer and consider all qualified applicants without regard to any protected characteristic under applicable law.

Benefits

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

People with a criminal record are encouraged to apply

Location

* Boca Raton, FL 33431 (Preferred)

Ability to Commute

* Boca Raton, FL 33431 (Required)

Work Location: In person