Administrative Assistant/Office Manager

OUR HIRING PROCESS:

We will review your application against our job requirements. We do not employ machine learning technologies during this phase as we believe every human deserves attention from another human. We do not think machines can evaluate your application quite like our seasoned recruiting professionals—every person is unique. We promise to give your candidacy a fair and detailed assessment.

We may then invite you to submit a video interview for the review of the hiring manager. This video interview is often followed by a test or short project that allows us to determine whether you will be a good fit for the team.

At this point, we will invite you to interview with our hiring manager and/or the interview team. Please note: We do not conduct interviews via text message, Telegram, etc. and we never hire anyone into our organization without having met you face-to-face (or via Zoom). You will be invited to come to a live meeting or Zoom, where you will meet our INFUSE team.

From there on, it’s decision time! If you are still excited to join INFUSE and we like you as much, we will have a conversation about your offer. We do not make offers without giving you the opportunity to speak with us live.

INFUSE is committed to complying with applicable data privacy and security laws and regulations. For more information, please see our Privacy Policy

INFUSE is a demand generation company providing solutions to B2B organizations. We help clients and partners to deliver audience, buyers, and account engagement that meets their goals. With a global team operating across more than 60 countries, the company has been recognized multiple times on the prestigious Inc. 5000 list, and has received over 60 other industry awards, including Inc. Best Workplaces

This is not a traditional “manage the calendar and order lunch” role. We are looking for a highly responsible, organized, and proactive person who can help keep day-to-day operations running smoothly and make sure nothing falls through the cracks.

This is a full-time, in-office position in Boca Raton, Monday through Friday, from 9:00 AM to 6:00 PM, with a lunch break of 1:00 PM to 2:00 PM. During working hours, the person will be expected to provide responsive operational and administrative support across a wide variety of corporate matters.

WHAT YOU’LL DO

Support the executive team and office operations with responsiveness, accuracy, and strong follow-through

Coordinate tasks, track action items, send reminders, and ensure timely completion of ongoing requests

Maintain organized task lists, notes, documents, and follow-ups

Help schedule meetings, coordinate logistics, and support the executive team with various projects

Provide on-site support during meetings and internal events in Florida and our of state as well

Manage travel arrangements and administrative coordination as needed

Assist with expense reporting and other operational processes

Use AI tools and productivity platforms to improve efficiency, summarize information, draft communications, and stay organized

Be someone the team can rely on to proactively handle issues and help keep operations moving smoothly

WHO YOU ARE

Extremely responsible, detail-oriented, and dependable

Methodical, organized, and good at keeping track of multiple moving pieces

Strong at follow-up and communication, you don’t let things get lost or forgotten

Comfortable working in a fast-paced office environment

Able to take ownership of tasks and follow them through to completion

Tech-comfortable and able to quickly learn new tools and systems

Experience in executive support or operations is helpful, but not required

Discretion, professionalism, and reliability are essential

Proficiency in Russian is a plus, particularly for candidates supporting our Russian-speaking team members and stakeholders

We are looking for someone who is proactive, responsive, and genuinely committed to helping the team operate effectively every day.

We are an Equal Opportunity Employer. We make hiring decisions based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, or any other characteristic protected under applicable law. We welcome applicants from all backgrounds and believe that diversity of experience, culture, and perspective makes us stronger.