Records Management Assistant Jobs in Boca Raton, FL

Location: West Palm Beach, Florida

Florida Crystals Corporation is a fully integrated cane sugar company. Florida Crystals regeneratively farms sugarcane and rice in South Florida, where it owns two sugar mills, a sugar refinery, a packaging and distribution center, Florida's only rice mill, a compost facility, and one of the largest renewable power plants of its kind in the U.S., which uses sugarcane fiber to generate eco-friendly energy that powers its sugar operations. Florida Crystals owns one of the largest Regenerative Organic Certified® farms in the U.S. and its Florida Crystals® products are the only ROC™ sugar grown and milled sugar in the country. Florida Crystals owns ASR Group International, Inc., a holding company that conducts operations through its subsidiaries. The ASR Group® family of companies make up the world's largest refiner and marketer of cane sugar. Florida Crystals is headquartered in West Palm Beach, Florida.

The Executive Assistant supports senior FCC executives by providing advanced administrative, financial coordination, and corporate governance support. This role serves as a key liaison across Finance, Accounting, Treasury, Legal, and Operations, ensuring timely processing of financial documentation, regulatory filings, executive reporting, and board-related materials. The position requires a high degree of confidentiality, accuracy, and independent judgment.

Executive & Administrative Support

• Manage complex executive calendars, travel arrangements, correspondence, expense reporting, and meeting logistics.
• Monitor executive communications and maintain confidential files, binders, and corporate records.
• Coordinate preparation of agendas, materials, minutes, and follow-up for executive, finance, and operations meetings.
• Provide general administrative coverage, including mail distribution and switchboard support as needed.

Finance, Accounting & Treasury Coordination

• Process, review, and coordinate approval of invoices, expense reports, check requests, and advances in compliance with FCC policies.
• Serve as primary liaison with Accounting, Treasury, and Accounts Payable to ensure accurate coding, documentation, and timely payments.
• Maintain debt schedules; prepare wire transfers; track loan interest, fees, and covenant reporting requirements.
• Support annual audits, bank confirmations, and reconciliation of financial documentation.
• Maintain petty cash accounts, reconciliations, and related reporting.

Reporting, Compliance & Regulatory Filings

• Coordinate recurring regulatory filings and certifications (e.g., Producer Price Index, GMEI, DTCC, DDTC, Atlantic Creek).
• Maintain compliance calendars and ensure timely filings, renewals, and required reminders.
• Compile, review, and distribute monthly and annual finance, operations, and legal update reports.

Board, Committee & Corporate Governance Support

• Prepare and coordinate materials for FCC and affiliated board and committee meetings.
• Assist with dividend processing, shareholder communications, and distribution of audited financial statements.
• Maintain confidentiality of executive, financial, and legal information at all times.

Records Management & SharePoint Administration

• Maintain electronic and hard-copy financial, legal, and corporate records in accordance with FCC retention standards.
• Administer SharePoint repositories, including document organization, scanning, uploads, and user access permissions.

Additional Responsibilities

• Coordinate continuing professional education (CPE) sessions and maintain participation records.
• Support tax department administrative needs, including certified mailings and deadline tracking.
• Provide administrative support to affiliated offices and special corporate initiatives as assigned.

Associate's degree or equivalent combination of education and experience required; Bachelor's degree preferred. Significant experience providing executive-level administrative support, preferably within finance, accounting, or corporate environments. Strong knowledge of expense processing, financial documentation, and compliance-driven workflows. Proficiency in Microsoft Outlook, Excel, Word, PowerPoint, and SharePoint. Exceptional organizational skills, attention to detail, and ability to manage multiple priorities. Demonstrate discretion and professionalism in handling confidential information.

Core Competencies:

• Analytical Thinking & Decision Making – Identifies and understands trends and/or issues; connects data points through analysis to arrive at a logical conclusion.
• Business & Financial Acumen – Demonstrates knowledge and understanding of the financial, accounting, marketing and operational functions of our organization; interpreting and applying understanding of key financial indicators to make better corporate decisions.
• Effective Communication – Expresses ideas and information in a clear and concise manner by tailoring one's message to fit the interests and needs of the audience.
• Customer Orientation – Keeps internal and/or external customer(s) in mind at all times. Strives to proactively address customer concerns and needs. Assists business partners and customers to achieve their work goals via application of their own skills and knowledge; strives to provide consistent customer satisfaction.
• Establishes Trust – Gaining the confidence and faith of others by actions and words that promote being honest, forthcoming, integrous and vulnerable.
• Problem-Solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact-based manner.
• Results Orientation & Accountability – Takes accountability, identifies, executes and drives actions to consistently achieve desired results.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others.

Individual Contributor:

• Adaptability/Flexibility – Maintaining effectiveness in varying environments and with different tasks, responsibilities and people.
• Continuous Improvement – Establishes methods and utilizes specialized techniques to monitor and improve performance of systems and processes.
• Self-Development – Seeks feedback on one's strengths and weaknesses and initiates activities to increase or enhance their knowledge, skills, and proficiency in order to perform more effectively or enhance their career.

Location of Role: West Palm Beach, Florida

We are an equal opportunity employer. We do not discriminate on the basis of race, color, creed, religion, gender, sexual orientation, gender identity, age, national origin, disability, veteran status or any other category protected under federal, state, or local law. All employment is decided on the basis of qualifications, merit, and business need.