Executive Assistant to the CEO (Sales, CRM & Operations)
BlueTeam, Boca Raton, Florida, United States, 33431
Executive Assistant
As Executive Assistant to our CEO, you'll be at the center of strategic decision-making, helping drive growth while building relationships with top commercial clients. Your primary responsibilities will include: CEO Partnership & Accountability Act as an extension of the CEO; managing priorities, deadlines, and follow-through Proactively plan schedules, meetings, and focus time with business impact in mind Gatekeep time and communications to minimize distractions and maximize effectiveness Track commitments and hold internal teams accountable on the CEO's behalf Sales, CRM & Executive Reporting Own CRM accuracy, pipeline visibility, and executive-level reporting Prepare weekly and monthly sales reports, dashboards, and summaries Track KPIs, forecasts, and performance trends for leadership review Ensure sales follow-ups and commitments are logged and executed Meetings, Travel & Logistics Coordinate complex domestic and international travel (business and personal) Prepare pre-read materials, agendas, and action items for meetings Attend key meetings as needed to capture notes, tasks, and next steps Ensure all logistics are handled smoothly, efficiently, and cost-effectively Personal Executive Support Manage select personal scheduling, travel, and administrative needs Handle confidential matters with professionalism and discretion Serve as a trusted point of contact for personal vendors and appointments Balance personal and professional priorities with clarity and good judgment Office & Operations Support Fully in-office presence to support CEO and leadership team Coordinate with internal departments and external partners as needed Support office operations and executive-level events Maintain strong systems, organization, and documentation Performs other related duties and assignments as required Technical & Analytical Skills CRM experience required (Salesforce, HubSpot, Zoho, or similar) Strong Excel and reporting capabilities; comfortable analyzing data Advanced proficiency in Microsoft Outlook, Word, PowerPoint Able to quickly interpret data, spot gaps, and drive clarity Personal Attributes Highly proactive and organized; thinks multiple steps ahead Confident managing up and providing structure to a fast-moving executive Calm, discreet, and unflappable under pressure Direct communicator with excellent judgment Detail-oriented with high standards for follow-through Additional Qualifications (Preferred) Willing and able to travel with or on behalf of the CEO Multilingual a plus Experience in sales-driven, services, or founder-led organizations Education and/or Experience: Bachelor's degree in business administration, Sales, Marketing, etc. 5+ years supporting a CEO or C-suite executive in a fast-moving environment Strong understanding of sales processes, CRM systems, and reporting Experience managing both professional and personal executive support Comfortable operating with autonomy, authority, and accountability Physical Demands:
While performing the duties of this job, the employee is regularly required to type and look at a computer screen for long periods of the day. The employee must be able to sit for long periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. BBMK Contracting, LLC dba BlueTeam (BlueTeam) is a Drug Free Workplace as well as an Equal Opportunity Employer. Qualified applicants shall be considered for all positions without regard to race, color, sex, religion, national origin, age, disability, veteran status, or any other status protected by federal, state or local law.
As Executive Assistant to our CEO, you'll be at the center of strategic decision-making, helping drive growth while building relationships with top commercial clients. Your primary responsibilities will include: CEO Partnership & Accountability Act as an extension of the CEO; managing priorities, deadlines, and follow-through Proactively plan schedules, meetings, and focus time with business impact in mind Gatekeep time and communications to minimize distractions and maximize effectiveness Track commitments and hold internal teams accountable on the CEO's behalf Sales, CRM & Executive Reporting Own CRM accuracy, pipeline visibility, and executive-level reporting Prepare weekly and monthly sales reports, dashboards, and summaries Track KPIs, forecasts, and performance trends for leadership review Ensure sales follow-ups and commitments are logged and executed Meetings, Travel & Logistics Coordinate complex domestic and international travel (business and personal) Prepare pre-read materials, agendas, and action items for meetings Attend key meetings as needed to capture notes, tasks, and next steps Ensure all logistics are handled smoothly, efficiently, and cost-effectively Personal Executive Support Manage select personal scheduling, travel, and administrative needs Handle confidential matters with professionalism and discretion Serve as a trusted point of contact for personal vendors and appointments Balance personal and professional priorities with clarity and good judgment Office & Operations Support Fully in-office presence to support CEO and leadership team Coordinate with internal departments and external partners as needed Support office operations and executive-level events Maintain strong systems, organization, and documentation Performs other related duties and assignments as required Technical & Analytical Skills CRM experience required (Salesforce, HubSpot, Zoho, or similar) Strong Excel and reporting capabilities; comfortable analyzing data Advanced proficiency in Microsoft Outlook, Word, PowerPoint Able to quickly interpret data, spot gaps, and drive clarity Personal Attributes Highly proactive and organized; thinks multiple steps ahead Confident managing up and providing structure to a fast-moving executive Calm, discreet, and unflappable under pressure Direct communicator with excellent judgment Detail-oriented with high standards for follow-through Additional Qualifications (Preferred) Willing and able to travel with or on behalf of the CEO Multilingual a plus Experience in sales-driven, services, or founder-led organizations Education and/or Experience: Bachelor's degree in business administration, Sales, Marketing, etc. 5+ years supporting a CEO or C-suite executive in a fast-moving environment Strong understanding of sales processes, CRM systems, and reporting Experience managing both professional and personal executive support Comfortable operating with autonomy, authority, and accountability Physical Demands:
While performing the duties of this job, the employee is regularly required to type and look at a computer screen for long periods of the day. The employee must be able to sit for long periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. BBMK Contracting, LLC dba BlueTeam (BlueTeam) is a Drug Free Workplace as well as an Equal Opportunity Employer. Qualified applicants shall be considered for all positions without regard to race, color, sex, religion, national origin, age, disability, veteran status, or any other status protected by federal, state or local law.