Executive Assistant, Customer Business Operations & Office of the CEO Support at Cloud Software Group in Ft. Lauderdale, FL

Job description

Position Summary The Executive Assistant is a strategic administrative and operational partner who provides high-touch, proactive support across a high-impact dual mandate: 1. Direct executive support to Senior Leadership within the Customer Business Operations (CBO) organization, driving business rhythms, project coordination, presentation creation and communications, and day-to-day administrative excellence. 2. Operational co-pilot to the Senior Executive Assistant to the CEO, assisting with executive operations, CEO scheduling and visitor logistics, and special executive projects. This role goes beyond traditional calendar and travel coordination; it requires strong project coordination skills to track strategic operational initiatives, as well as advanced presentation design capabilities to craft executive-ready decks for business reviews, all-hands meetings, and leadership forums. The ideal candidate exercises exceptional judgment, independent initiative, emotional intelligence, and absolute discretion with confidential information. Primary Duties & Responsibilities Customer Business Operations Senior Leadership Support Executive Calendar & Time Management: Proactively manages complex, shifting calendars across multiple time zones; anticipates conflicts, prioritizes critical meetings, and protects focus time for strategic priorities. Travel & Itinerary Management: Coordinates comprehensive domestic and international travel arrangements—including flights, accommodations, ground transportation, and detailed trip dossiers. As well as processing visas as needed. Meeting Orchestration & Briefing: Prepares leaders for daily engagements by assembling agendas, pre-reads, briefing materials, and background context. Attends key staff meetings to capture minutes, action items, and follow-through deliverables. Executive Bandwidth Optimization: Supports leaders with high-priority ad-hoc tasks, logistics, and professional convenience requests (e.g., managing off-schedule appointments, coordinating specialized itineraries, and managing sensitive personal-professional crossover logistics) to ensure seamless day-to-day focus. Expense & Budget Administration: Prepares and reconciles complex monthly expense reports accurately and promptly in compliance with company travel and expense policies. Coordinates vendor purchase orders, invoices, and departmental paperwork as needed. Project Management & Operational Rhythm Cross-Functional Initiative Tracking: Partners with CBO leadership to monitor operational deliverables, tracking milestones and dependencies for critical initiatives (e.g., Quarterly Business Reviews, operational planning cycles, and system rollouts). Gather, organize, and store all versions of presentations and related materials in storage drive (i.e. Google Drive). Workstream Accountability: Establishes and maintains project tracking boards (using Asana, Smartsheet, or Google Sheets), following up with cross-functional stakeholders on commitments and escalating bottlenecks. Process Optimization: Identifies opportunities to streamline administrative workflows, standardizes operational procedures, and creates reusable templates to improve organizational efficiency. Executive Presentation Design & Communications Presentation Development & Storyboarding: Builds, designs, and refines high-visibility presentations in Google Slides and PowerPoint for executive staff meetings, QBRs, all-hands, and customer operations reviews. Data Visualization & Synthesis: Translates complex operational metrics, pipeline data, and business roadmaps into clean, visually engaging charts, frameworks, and summary slides. Executive Communications: Drafts, reviews, and edits internal memos, announcements, and leadership correspondence, ensuring a polished tone and consistent corporate branding. Office of the CEO & Sr. Executive Assistant Collaboration Executive Office Operations: Partners closely with the Senior Executive Assistant to the CEO to maintain fl