Executive Assistant

We are seeking an organized, proactive, and detail-oriented Executive Assistant to work directly with and support the Chief Sales Officer (CSO). This position provides hands-on administrative support to the CSO while helping coordinate the meetings, communications, and materials that support the sales organization.

The role includes complex calendar management, domestic and international travel coordination, inbox management, expense reporting, and daily administrative support. It also includes preparing client presentations, supporting virtual meetings, and tracking follow-up items.

The ideal candidate is an experienced administrative professional who can manage changing priorities, communicate professionally with clients and colleagues, and work independently within the CSO's established preferences and direction.

Who are we?

Buyers Edge Platform is a leading digital procurement network and solutions provider for the foodservice industry, delivering savings, insights, and technology that help operators, distributors, and manufacturers succeed. Through its portfolio of solutions-including Digital Procurement Network, Fresh Services, Software Solutions, and Supply Chain Management-Buyers Edge is reshaping how the foodservice industry connects and thrives. At the heart of our work is a culture built on a passion for collaboration, technology, and helping foodservice business succeed.

We are unable to offer work sponsorship for this role.

Your Impact:

Core Responsibilities

Calendar Management & Meeting Coordination

• Manage the CSO's calendar, scheduling client meetings, internal sales meetings, leadership discussions, and other commitments.

• Coordinate availability with internal and external executives, clients, direct reports, and executive assistants.

• Prepare accurate calendar invitations across domestic and international time zones, including meeting links, locations, and relevant materials.

• Monitor the calendar throughout the day, resolve scheduling conflicts, and promptly notify the CSO of changes or shifting priorities.

• Print and provide the following day's calendar the evening before when working in the office.

• Review the calendar early each morning to identify overnight changes, additional meeting needs, and preparation requirements.

• Follow through on meeting arrangements and confirm attendance and logistics.

Domestic & International Travel Coordination

• Research flight and hotel options and review recommendations with the CSO before booking.

• Use the CSO's designated frequent flyer and hotel loyalty accounts when making reservations.

• Arrange car services and other ground transportation for business travel.

• Add flight, hotel, and transportation details to the calendar using the correct dates and time zones, with confirmations attached.

• Prepare complete travel itineraries and provide printed confirmations well in advance of departure.

• Assist with travel changes and communicate updated arrangements promptly.

Executive Communications & Inbox Management

• Review and organize the CSO's inbox, flagging urgent messages and identifying items requiring a response.

• Draft and send emails on behalf of the CSO, as authorized, to clients, prospects, internal executives, and direct reports.

• Communicate through the CSO's inbox or the assistant's own account, depending on the situation and established preferences.

• Track outstanding communications and follow-up requests.

• Handle confidential client, business, and employee information with discretion.

Expense Management

• Prepare and submit the CSO's expenses in Ramp accurately and on time, including receipts and descriptive memos.

• Follow up on missing documentation and resolve routine expense questions.

• Review and approve expenses submitted by the CSO's direct reports within delegated authority and company policy.

Administrative & Technology Support

• Keep the CSO's account and login information current using company-approved secure methods.

• Provide basic troubleshooting assistance with Microsoft Teams, Outlook, and iPhone applications; coordinate with IT when needed.

• Print emails, presentations, and meeting materials for the CSO's review.

• Maintain organized hard-copy files and supporting digital records.

• Make restaurant reservations and arrange lunch orders for the CSO as needed.

Sales & Client Meeting Support

Client & Internal Meeting Assistance

• Attend selected client and internal Microsoft Teams meetings with the CSO.

• Manage screen sharing and advance PowerPoint slides during presentations.

• Take clear meeting notes, documenting decisions, action items, owners, and deadlines.

• Record meetings when authorized and in accordance with company requirements.

• Organize meeting recordings and notes for easy access.

• Follow up with relevant team members on deliverables and keep the CSO informed of progress.

Presentation & Agenda Preparation

• Create and update professional PowerPoint presentations for the CSO's client meetings, internal sales meetings, international engagements, and events such as GSE and the IST Summit.

• Build presentations from scratch using content and direction provided by the CSO and relevant team members.

• Check presentation formatting, accuracy, and consistency before meetings.

• Prepare meeting agendas, timelines, and supporting materials.

• Coordinate the collection of information needed to complete presentations on time.

About You:

• 4+ years of relevant administrative or executive assistant experience, preferably supporting an executive or sales leader.

• Ability to work a hybrid schedule: Monday-Thursday in office in Lake Worth, FL and WFH Fridays

• Experience managing busy calendars and coordinating meetings across multiple time zones.

• Experience arranging domestic and international business travel.

• Strong proficiency in Microsoft Outlook, Teams, Word, and PowerPoint, including creating presentations from scratch.

• Familiarity with Ramp or a similar expense management platform preferred.

• Clear, professional written and verbal communication skills.

• Strong attention to detail and dependable follow-through.

• Ability to manage competing requests and adapt to changing schedules.

• Comfort interacting with clients, prospects, executives, and sales team members.

• Sound judgment when handling confidential information

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift up to 15 pounds at times.

Not sure you meet every qualification? Studies show that diverse applicants often hesitate to apply unless they check every box. At Buyers Edge Platform, we value authenticity and inclusion-if you're excited about the role, we encourage you to apply. You might be exactly who we're looking for!

What's in this for you:

• Great benefits from day one. We offer medical, dental, vision, FSA, company-paid life insurance, and more-plus a 401(k) with company match.

• Grow with us. Enjoy strong training, development, and competitive pay.

• Work-life balance. Our flexible PTO policy lets you take time when you need it-no accrual required.

#LI-Hybrid