Executive Invoice Processing Analyst Jobs in Florida

WE PREPARE, INSPIRE, EMPOWER, ENTRUST IN YOU!

We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include:

Competitive Wages • Medical, Dental, Vision Insurance • Life Insurance • 401K Program • Paid Holidays and Vacation

For an executive assistant supporting a CEO or senior executive—particularly in a luxury hospitality, real estate, or branded residences organization—the role should be significantly more strategic than a traditional administrative assistant. The ideal candidate should function as a project coordinator, research analyst, executive administrator, and AI-enabled productivity specialist.

Executive Assistant – Accounting, Research, Events & AI

Position Summary

The Executive Assistant will provide high-level support to the CEO by managing executive priorities, coordinating financial and administrative activities, conducting research, organizing high-profile events, and leveraging artificial intelligence (AI) to improve productivity, reporting, and decision-making. The individual must be exceptionally organized, analytical, proactive, and able to manage multiple confidential projects simultaneously.

Qualifications

Education

• Bachelor's degree in Business Administration, Finance, Accounting, Hospitality Management, Communications, or related field.
• Project Management certification (preferred).
• AI or technology certifications (preferred).

Experience

• 5–10 years supporting C-suite executives.
• Experience in luxury hospitality, real estate development, finance, or professional services preferred.
• Proven experience coordinating executive meetings and VIP events.
• Experience assisting with accounting and financial reporting.

Core Competencies

Executive Support

• Complex calendar management
• Travel coordination
• Meeting preparation
• Board presentations
• Confidential correspondence
• Minute taking
• Executive follow-up and project tracking

Accounting & Financial Administration

• Budget tracking
• Invoice processing
• Expense management
• Credit card reconciliation
• Purchase orders
• Financial reporting
• Payroll coordination
• Vendor management
• Excel financial analysis
• Understanding of accounting principles

Software

• QuickBooks (preferred)
• Microsoft Excel (advanced)
• Microsoft Dynamics, Oracle, SAP, or similar ERP systems

Research & Business Analysis

Ability to independently research topics including:

• Competitor analysis
• Market trends
• Luxury hospitality
• Branded residences
• Wellness and longevity
• Investment opportunities
• Industry benchmarking
• Financial data
• Vendor comparisons

Should be capable of producing:

• Executive summaries
• Research reports
• PowerPoint presentations
• Recommendation memos

Event Management

Experience organizing:

• Executive dinners
• Board meetings
• Investor presentations
• VIP guest experiences
• Conferences
• Corporate events
• Hotel site visits
• International travel itineraries

Responsibilities include:

• Budget management
• Vendor negotiations
• Invitations
• RSVP tracking
• Event logistics
• Production schedules
• On-site coordination

AI Skills (Highly Preferred)

The ideal candidate should already be comfortable using AI as part of their daily workflow.

Required AI Knowledge

ChatGPT

• Writing and editing
• Research
• Executive summaries
• Meeting notes
• Presentation creation
• Data analysis
• SOP development

Microsoft Copilot

• Excel automation
• Word drafting
• Outlook email management
• PowerPoint generation

AI Productivity Tools

• Notion AI
• Otter.ai
• Fireflies.ai
• Grammarly
• Perplexity AI
• Claude (preferred)
• Canva AI

Should understand:

• Prompt engineering
• AI workflow automation
• AI-assisted research
• AI meeting summaries
• AI document creation
• Responsible use of AI and data confidentiality

Technical Skills

Expert knowledge of:

• Microsoft Office Suite
• Excel (advanced)
• PowerPoint
• Word
• Outlook
• Teams
• SharePoint
• Adobe Acrobat

Preferred:

• Asana
• Monday.com
• Smartsheet
• Trello
• Airtable
• Salesforce

Personal Attributes

• Highly organized
• Strong attention to detail
• Exceptional written and verbal communication
• Excellent judgment
• Professional presence
• Strong business acumen
• Resourceful problem solver
• Able to anticipate executive needs
• Handles confidential information with discretion
• Calm under pressure
• Strong follow-through
• Positive, service-oriented attitude

Key Performance Indicators (KPIs)

• Executive requests completed accurately and on time
• Calendar conflicts proactively resolved
• Financial reports submitted on schedule
• Research delivered with actionable recommendations
• Event execution within budget
• AI tools adopted to improve productivity
• Reduction in administrative turnaround time
• Accuracy of financial reconciliations
• Executive satisfaction with responsiveness and support

Preferred Characteristics

The ideal candidate:

• Thinks like a Chief of Staff while executing like an Executive Assistant.
• Is technologically curious and continuously learns new AI tools.
• Can independently research complex business topics and synthesize findings into executive-level recommendations.
• Anticipates needs before being asked and takes ownership of projects from initiation through completion.
• Possesses exceptional professionalism, discretion, and emotional intelligence.

This combination of executive support, financial administration, research capability, event management, and AI proficiency represents the profile of a modern Executive Assistant capable of supporting a CEO in a fast-paced, strategic organization.