We are seeking a highly organized, detail-driven Executive Admin Assistant to support the vCIO (Virtual Chief Information Officer) at BoomTech. This role exists for one clear reason: to take ownership of the majority of the vCIOs administrative and operational workload so the vCIO can remain focused on high-impact activities—client relationships, strategic conversations, networking, and revenue generation.
This is an execution-focused role for someone who thrives behind the scenes, anticipates needs, and ensures nothing falls through the cracks. You will act as the operational backbone of the vCIOs day-to-day workflow, bringing structure, follow-through, and consistency to a fast-moving executive environment.
The ideal candidate takes pride in being the person who makes an executives day run smoothly, keeps priorities organized, and turns complexity into clarity.
Key Responsibilities
Client-Facing Preparation & Follow-Through
- Prepare pre-designed PowerPoint presentations for STBRs and strategic client meetings
- Draft concise post-meeting summaries using pre-written AI prompts
- Generate polished documents, reports, and client-facing deliverables using pre-designed templates
- Ensure meeting materials are accurate, complete, and ready in advance of all client engagements
Operational & Administrative Support
- Manage and prioritize a complex calendar with multiple daily client meetings
- Support inbox organization, including flagging priorities, tracking follow-ups, and drafting responses as needed
- Prepare weekly credit card reports and complete other recurring administrative tasks
- Assist with assigned to-do items and internal support tickets delegated by the vCIO
- Track outstanding action items and ensure timely follow-through across commitments
Internal Collaboration
- Coordinate with the Design Desk, Professional Services, and Service/Support teams to ensure smooth handoffs, timely execution, and accurate preparation of opportunities, quotes, and client-facing materials
- Serve as a point of coordination to keep internal stakeholders aligned on vCIO-related initiatives
- Support vCIO initiatives tied to client relationships, revenue generation, and internal follow-up
Who Thrives in This Role
- Brings a high level of attention to detail, proactivity, and consistency in a fast-moving, meeting-heavy environment
- Takes genuine pride in enabling an executive to operate at maximum efficiency and effectiveness
- Follows structured processes reliably while staying adaptable as priorities shift throughout the day
- Communicates clearly, professionally, and confidently with both internal teams and clients
- Demonstrates ownership, accountability, and strong follow-through on commitments
Impact of This Position
This role directly increases the vCIOs capacity to lead daily client engagements, drive strategic conversations, and pursue revenue opportunities. The work done behind the scenes ensures a consistent, high-quality client experience while allowing the vCIO to focus on what matters most: strengthening relationships, expanding accounts, and fueling BoomTechs growth.
Required Experience & Skills
- Ability to work U.S. Eastern Time (EST), 8:30 AM – 5:30 PM (Mon-Fri)
- 5-8 years of experience supporting an executive or senior leader in an administrative, operational, or coordination-focused role
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and follow-ups simultaneously
- High attention to detail and consistency when preparing client-facing materials, summaries, and documents
- Professional written and verbal communication skills, including the ability to draft clear, concise follow-up messages
- Comfort working in a fast-paced, meeting-heavy environment with frequent context switching
- Ability to follow structured processes, templates, and instructions while adapting to changing priorities
- Strong sense of ownership and accountability for assigned tasks and outcomes
- Discretion and professionalism when handling sensitive information and internal communications
- Confidence using modern business tools (email, calendars, document editing, presentations, task management systems), with the ability to learn new systems quickly
Why You'll Love Working with Us
- Join a reputable, established company with over 20 years in business
100% remote role with a consistent, clearly defined work schedule - Work directly with the leadership team, including close daily collaboration with the vCIO
- Paid time off and paid holidays
- A respectful, professional environment that values discretion, trust, and autonomy
Value-Based Bonus (Discretionary)
- This role is eligible for discretionary value-based bonuses, awarded solely at the discretion of the vCIO
- Bonuses are not guaranteed and are based on the value, impact, and support provided in enabling the vCIO to operate at a higher level of effectiveness
- Bonus decisions consider overall contribution, consistency, reliability, and the extent to which the role helps drive productivity, client outcomes, and company growth