Executive Assistant

Executive Assistant to the CFO & CMO

Location: Clearwater, FL / Onsite

Reports to: Chief Financial Officer & Chief Marketing Officer

Position Summary:

The Executive Assistant delivers proactive, high-level administrative and operational support, enhancing the CFO & CMO's leadership in both departments and enabling effective engagement with the executive team and Board of Directors. This role manages priorities, optimizes the both leaders time, anticipates needs, and drives communication flow across the organization. The Executive Assistant coordinates key governance processes including Board and Audit Committee support and always maintains strict confidentiality and professionalism.

Responsibilities:

Executive Support

• Manage complex and dynamic calendars; evaluate priorities and proactively resolve scheduling conflicts.
• Prepare briefing materials for internal and external meetings; ensure follow-up actions are tracked to completion.
• Format information for internal and external communication – memos, emails, presentations, reports incl. BOD material.
• Draft correspondence, communications, presentations, and remarks with excellent writing and executive polish.

Board, Audit Committee & Governance Support:

• Coordinate timelines, version control, and distribution of Board and Committee materials in partnership with Legal, IR, and Finance.
• Support logistics, stakeholder communications, and secure document handling.
• Maintain readiness for external reporting milestones, including quarterly earnings event support.

Leadership Team Coordination:

• Maintain operating rhythm: weekly leadership meetings, cadenced deliverables, and initiative tracking.
• Support travel and expense compliance for CFO & CMO and direct reports.
• Track internal deadlines and operating KPIs.

Communication & Relationship Management:

• Serve as primary point of contact for internal and external stakeholders; protect the executives time and access.
• Manage message flow and ensure clarity, tone, and professionalism in communications.
• Draft key internal messages (policy updates, organization communications).
• Hold and participate in weekly Finance & Marketing meetings with staff to streamline communication
• Coordinate Townhall events and associated presentations

Operational Support:

• Coordinate travel in compliance with policy and negotiated vendor terms.
• Maintain filing systems and confidential record retention standards.
• Support daily budget tracking, purchase requests, and contract routing for vendors.
• Coordinate external / internal mail (entre mailing process).

Experience & Education

• Bachelor’s Degree
• 5+ years experience providing executive support preferred.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong regard for accountability and excellence
• Strong professional verbal and written communications skills.
• Advanced proficiency in MS Office Suite, Powerpoint, Excel, SharePoint, Smart Sheets
• Ability to conduct research and present data in a succinct fashion.
• Strong professional discretion and independent decision-making capabilities.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Demonstrated time-management and problem-solving skills.

Working Conditions and Location

• Position is required to be in Clearwater, FL
• Flexibility for after-hours support tied to earnings cycles, Board meetings, and travel.