Overview
Executive Assistant Jobs in Boca Raton at TLC Aviation, LLC
Job Summary
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the CEO and ownership across a multi-entity portfolio spanning aviation operations and financial services. This executive assistant role covers calendar and meeting management, correspondence, travel coordination, and office administration, with the goal of keeping the CEO’s and ownerships’ day-to-day running smoothly across all supported businesses. The ideal candidate is highly organized, detail-oriented, and comfortable managing competing priorities across different industries, all while maintaining a professional, polished, and discreet presence.
Key Responsibilities
Calendar & Meeting Management
- Manage the CEO’s complex calendar, schedule appointments, and coordinate meetings with internal teams and external partners across all supported entities
- Join the CEO’s meetings and take detailed, accurate notes
- Prepare and distribute meeting notes and follow-up emails after meetings, summarizing discussion points and decisions
- Document assignments and action items discussed in meetings and communicate them clearly to responsible parties via follow-up email
- Track outstanding assignments to completion, following up with owners and keeping the CEO informed of status or delays
Correspondence & Travel
- Draft, proofread, and manage correspondence on the CEO’s behalf across various audiences (staff, partners, vendors, clients)
- Coordinate travel arrangements and itineraries for the CEO
- Screen and triage incoming calls, emails, and meeting requests, escalating what’s time-sensitive
Office & Administrative Support
- Manage day-to-day operations of the Boca Raton office, including supply inventory, equipment, and vendor relationships
- Maintain organized filing systems, both physical and digital, ensuring quick retrieval of documents and confidential records
- Handle expense reports, invoice processing, and basic bookkeeping using QuickBooks or similar software
- Prepare reports, presentations, and other materials for meetings or leadership updates
General
- Support ad hoc projects for the CEO, such as compiling reports, researching vendors, or preparing meeting materials
- Occasionally assist with light HR or recruiting coordination (e.g., scheduling interviews) as priorities require
- Handle confidential business, personnel, and financial information with discretion and sound judgment
- Provide personal assistant support to the CEO as needed to facilitate smooth daily operations
Experience
- Willingness to learn and grow
- Excellent written and verbal communication skills
- Strong organizational skills and the ability to prioritize tasks across multiple businesses simultaneously
- High level of discretion and professionalism when handling sensitive information
Pay: $55,000.00 – $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Title: Executive Assistant
Company: TLC Aviation, LLC
Location: Boca Raton
