Executive Assistant

Remote – Full-Time Schedule: Monday – Friday | 8:00 AM – 5:00 PM EST

About the Role

The Executive Assistant will serve as the CEO’s right hand and the administrative backbone of the organization. The primary purpose of this role is to protect leadership’s time, maintain operational organization, and ensure that important responsibilities do not fall through the cracks.

The Executive Assistant will manage day-to-day communication and scheduling, prepare documents and proposals, track renewals and purchase orders, coordinate technician dispatch with the service team, and support billing follow-up while maintaining accurate records across company systems.

This position requires exceptional organization, discretion when handling confidential information, strong written and verbal communication, and the ability to independently manage multiple priorities. Because the Executive Assistant will frequently serve as a first point of contact for clients and vendors, a high level of professionalism is essential.

Previous experience in an IT, MSP, or technical-services environment is a strong advantage but is not required for candidates who demonstrate the ability to quickly learn technical terminology and systems.

Key Responsibilities

Executive & Calendar Support

• Manage the CEO’s calendar, inbox, and daily priorities.

• Schedule and reschedule meetings and appointments.

• Resolve calendar conflicts proactively.

• Prepare meeting agendas.

• Develop briefing notes and relevant preparation materials.

• Prepare follow-up summaries with clearly defined action items and owners.

• Screen and triage incoming:

  • Calls
  • Emails
  • Messages

• Determine which matters require the CEO’s direct attention and independently handle appropriate administrative matters.

• Track outstanding commitments and deadlines.

• Follow up on action items until they are completed.

• Coordinate travel, appointments, and local logistics as needed.

Client Coordination & Service Support

• Serve as a professional first point of contact for inbound client calls and emails.

• Route client requests to the appropriate technician or department.

• Coordinate onsite service visits.

• Coordinate technician dispatch with the service team.

• Confirm appointments with clients in advance.

• Monitor the shared inbox.

• Monitor the ticket queue for:

  • Unassigned requests
  • Aging requests
  • Items requiring follow-up

• Flag outstanding requests to the appropriate service-team members.

• Follow up with clients after service delivery to confirm satisfaction and close the communication loop.

• Maintain accurate client contact information.

• Keep CRM records complete and current.

Quotes, Procurement & Vendor Management

• Prepare and format quotes for CEO review.

• Prepare proposals and service agreements.

• Request pricing from distributors and vendors.

• Compile vendor and pricing comparisons into clear summaries.

• Issue and track purchase orders.

• Monitor equipment shipments through delivery.

• Track RMAs (Return Merchandise Authorizations) through completion.

• Maintain a rolling tracker of:

  • Software licenses
  • Warranties
  • Subscriptions
  • Hardware support

• Monitor renewals such as:

  • Microsoft 365
  • Security tools
  • Hardware-support agreements

• Alert leadership in advance of upcoming expirations.

Administration, Billing & Documentation

• Support monthly invoicing and billing preparation.

• Verify billable hours when preparing billing information.

• Verify recurring service charges.

• Track outstanding invoices.

• Send professional payment follow-ups.

• Maintain organized digital files for:

  • Contracts
  • Agreements
  • Client documentation

• Keep internal documentation accurate and current.

• Maintain accurate asset records.

• Prepare recurring reports and summaries requested by leadership.

Process & Continuous Improvement

• Document repeatable administrative processes.

• Convert recurring workflows into clear written Standard Operating Procedures (SOPs).

• Identify recurring operational and administrative bottlenecks.

• Recommend opportunities to simplify processes.

• Identify opportunities for automation where appropriate.

• Participate in team meetings.

• Take accurate meeting minutes.

• Distribute action items following meetings.

• Maintain strict confidentiality regarding:

  • Client information
  • Financial information
  • Personnel information

Qualifications

• Minimum 3 years of experience as an:

  • Executive Assistant
  • Administrative Assistant
  • Operations Coordinator

• Fully bilingual in English and Spanish.

• Excellent written and spoken English.

• Comfortable communicating directly with clients.

• Strong proficiency with Microsoft Office 365, including:

  • Outlook
  • Word
  • Excel
  • Teams

• Comfortable learning and adopting new software and platforms.

• Demonstrated ability to manage multiple priorities.

• Able to manage competing deadlines with minimal supervision.

• High level of discretion when handling confidential business and client information.

• Strong professionalism and judgment.

• Exceptional attention to detail.

• Strong scheduling, documentation, and follow-up capabilities.

Preferred

• Previous experience within:

  • IT
  • Managed Services Providers (MSP)
  • Technical services

• Previous exposure to CRM platforms.

• Experience with ticketing systems.

• Experience with invoicing platforms.

Typical Workday

A typical workday may include:

Start of Day

• Review the CEO’s calendar.
• Review the CEO’s inbox.
• Establish priorities for the day.
• Identify outstanding commitments and deadlines.
• Review urgent client or operational matters.

Morning

• Answer and route inbound client communications.
• Screen emails, calls, and messages.
• Confirm scheduled appointments.
• Coordinate technician dispatch.
• Monitor the shared inbox and ticket queue.

Midday

• Prepare quotes and proposals.
• Prepare documents for CEO review.
• Request and compare vendor pricing.
• Coordinate appointments, vendors, or service activities.
• Update client and CRM records.

Afternoon

• Update trackers for:

  • Renewals
  • Purchase orders
  • Equipment shipments
  • Open invoices

• Complete billing-related follow-up.

• Prepare meeting materials and documentation.

• Follow up on outstanding action items.

End of Day

• Review completed and outstanding priorities.

• Update relevant trackers and systems.

• Prepare a short status summary outlining:

  • What moved forward
  • What remains pending
  • Items requiring CEO attention

Typical Workweek

This is a full-time position, Monday through Friday, from 8:00 AM to 5:00 PM EST.

Throughout the week, the Executive Assistant will balance:

• CEO calendar and inbox management.
• Client communication.
• Technician scheduling and dispatch coordination.
• Quote and proposal preparation.
• Vendor and distributor coordination.
• Purchase-order tracking.
• License, warranty, and subscription renewals.
• Billing and Accounts Receivable follow-up.
• CRM and documentation maintenance.
• Meeting preparation and follow-up.
• Reporting and status updates.
• SOP development and process improvement.

Performance Evaluation & Accountability

The Executive Assistant reports directly to the Chief Executive Officer and is expected to operate with increasing independence as familiarity with the organization, clients, systems, and CEO preferences develops.

Performance will be evaluated based on:

• Responsiveness to internal and client communications.
• Accuracy and completeness of documents, records, and trackers.
• Reliability in following through on assigned responsibilities and commitments.
• Quality and professionalism of client interactions.
• Ability to professionally represent the organization.
• Initiative in anticipating needs.
• Ability to identify and resolve appropriate issues without requiring constant direction.

Key Performance Indicators (KPIs)

• Communication Response Time: Respond to internal requests and client emails within 1 business hour during working hours.
• Calendar Accuracy: Maintain zero missed or double-booked appointments on the CEO’s calendar.
• Documentation & Data Accuracy: Maintain 95%+ accuracy across documentation, trackers, and data entry.
• Renewal Management: Ensure 100% of renewals are flagged to leadership at least 30 days before expiration.
• Quote & Proposal Turnaround: Prepare and return quotes and proposals for review within 24 hours of request.
• Reporting & Follow-Up: Consistently deliver recurring reports and required follow-ups on time.

Software & Tools

The Executive Assistant will work with:

• Microsoft Office 365

  • Outlook
  • Word
  • Excel
  • Teams

• Microsoft Teams / Slack – Internal communication.

• AutoTask – Ticketing and service coordination.

• IT Glue – Documentation management.

• CRM Platform – Client records and pipeline tracking.

• Accounting / Invoicing Platform – Billing and invoicing support.

90-Day Onboarding Plan

Phase 1: Orientation & System Setup – Weeks 1–2

• Complete company and role onboarding.

• Receive access credentials for:

  • Email
  • Teams / Slack
  • AutoTask
  • IT Glue
  • CRM

• Learn the company’s service lines.

• Become familiar with the existing client base.

• Understand the team structure.

• Learn internal communication standards.

• Shadow the CEO’s calendar and inbox.

• Understand the CEO’s working style, priorities, and preferences.

Phase 2: Supported Execution – Weeks 3–5

• Begin managing the CEO’s calendar with oversight.
• Begin screening and triaging inbound communication.
• Assist with quote preparation.
• Handle appointment confirmations.
• Update CRM records.
• Build familiarity with key vendors and distributors.
• Become familiar with recurring client accounts.
• Develop greater understanding of technical terminology and service workflows.

Phase 3: Independent Ownership – Weeks 6–9

• Take full ownership of the CEO’s calendar.

• Independently manage inbox triage.

• Own client scheduling from beginning to end.

• Independently manage:

  • Renewal trackers
  • Purchase-order trackers
  • Invoice follow-up trackers

• Deliver weekly status summaries to the CEO without prompting.

• Demonstrate consistent follow-through and proactive communication.

Phase 4: Full Integration – Weeks 10–12

• Operate as the CEO’s trusted right hand with minimal supervision.
• Anticipate recurring administrative and operational needs.
• Document core administrative processes into written SOPs.
• Identify recurring inefficiencies.
• Recommend process improvements and potential automations.
• Demonstrate full ownership of the position’s core responsibilities.

Work Environment

• Fully remote position.
• Monday – Friday | 8:00 AM – 5:00 PM EST.
• Dedicated, quiet, and professional workspace.
• Reliable high-speed internet connection.
• Secure remote-access setup.
• Dual-monitor setup strongly recommended.
• Professional headset strongly recommended.
• Availability and responsiveness throughout U.S. Eastern business hours.
• Prompt communication through Microsoft Teams or Slack.

About the Company

Our client is a South Florida-based IT Managed Services Provider (MSP) delivering technology and infrastructure solutions to clients across multiple industries.

The organization provides services including:

• Managed IT services
• Cybersecurity
• Network and cabling solutions
• Security camera systems
• Door access control
• Business phone systems

With more than 25 years in business, the organization operates through a lean and experienced team focused on fast response times, proactive maintenance, and long-term client relationships.

The company's service philosophy emphasizes thoroughly and consistently managing each client's IT environment while providing clients with confidence and peace of mind.

Final Notes

The Executive Assistant is expected to become the administrative backbone of the operation and a trusted right hand to the CEO.

Success in this role means:

• The CEO’s calendar and inbox remain organized and under control.
• Leadership’s time is protected from unnecessary administrative distractions.
• Client communications are handled promptly and professionally.
• Technician scheduling and dispatch are effectively coordinated.
• Quotes and proposals are prepared accurately and on time.
• Vendors, purchase orders, and equipment shipments are consistently tracked.
• Renewals are identified well before expiration.
• Outstanding invoices receive professional and timely follow-up.
• Client and internal documentation remains accurate and organized.
• Commitments and deadlines are tracked through completion.
• Recurring administrative processes become documented SOPs.
• The Executive Assistant anticipates needs rather than waiting to be instructed on every task.
• The CEO gains greater capacity to focus on leadership, clients, and business growth.