Executive Assistant (Boca Raton)

Executive Assistant & HR Coordinator

Supporting Two C-Suite Executives | Startup AI Technology Company

Position Overview

We are seeking a highly organized, proactive, and dependable Executive Assistant & HR Coordinator to support two C-suite executives at a growing AI technology startup .

This is a hands-on role for someone who can anticipate the needs of leadership, keep the executives organized and efficient, and assist with the company's day-to-day HR and administrative needs. The ideal candidate is comfortable in a fast-moving startup environment and enjoys taking ownership of a variety of responsibilities.

Key Responsibilities

Executive Assistance

• Manage and coordinate calendars, meetings, appointments, and travel for two C-suite executives.
• Prioritize scheduling and ensure executives are prepared for meetings and commitments.
• Manage emails, correspondence, and follow-ups as needed.
• Prepare meeting agendas, documents, presentations, and other materials.
• Take meeting notes and track action items.
• Coordinate calls and meetings with clients, partners, investors, and internal teams.
• Assist with personal and professional administrative tasks related to the executives.
• Maintain confidentiality regarding sensitive business and executive information.

HR & Administrative Support

• Assist with employee onboarding and offboarding.
• Coordinate interviews and recruiting activities.
• Maintain employee records and HR documentation.
• Assist with benefits, PTO, payroll coordination, and employee communications.
• Help coordinate company events and employee initiatives.
• Serve as a point of contact for routine employee questions and administrative needs.

Startup & Office Support

• Assist with day-to-day administrative needs of the company.
• Coordinate vendors, subscriptions, supplies, and other company resources.
• Assist executives with special projects and research.
• Help implement systems and processes that keep the company organized and efficient.
• Utilize AI and technology tools to improve productivity and streamline administrative tasks.

Qualifications

• Bachelor's degree required in Business Administration, Human Resources, Communications, Management, or a related field.
• Previous experience as an Executive Assistant, Personal Assistant, Administrative Manager, or similar role preferred .
• Experience supporting senior executives preferred.
• Experience in a startup or technology company is a plus .
• Exceptional organization and attention to detail.
• Excellent written and verbal communication skills.
• Ability to anticipate needs and work independently.
• Strong judgment and discretion when handling confidential information.
• Comfortable managing multiple priorities in a fast-paced environment.
• Tech-savvy and comfortable learning new AI and technology platforms.
• Must live within a reasonable driving distance of East Boca Raton, Florida.

What We're Looking For

Most importantly, we're looking for someone who is proactive, highly organized, trustworthy, and solution-oriented —someone who can become an essential right hand to two C-suite executives and help keep the company running smoothly as it grows.