What are the responsibilities and job description for the Executive Assistant / Personal Assistant to Chief Executive Officer position at Ember Capital Group?
Company Description
Founded by Shawn Surani in 2019, Ember Capital Group is a diversified investment and holding company that builds, acquires, and scales businesses across real estate, technology, and BPO. Through its portfolio of operating companies, the group provides strategic leadership, capital, and operational support to drive growth and create long-term value.
About the Role
We're looking for a highly organized, detail-oriented Executive Assistant to support the CEO of a fast-growing business portfolio. This is a hands-on execution role for someone who thrives on keeping things running smoothly, staying on top of details, and making sure nothing falls through the cracks. You'll be managing logistics, coordinating schedules, handling communications, and making sure the CEO's day runs smoothly.
What You'll Actually Do Every Day
Manage the CEO's calendar
- Schedule meetings, calls, and appointments
- Handle scheduling requests and conflicts
- Keep the calendar organized and up-to-date
- Send meeting reminders and prep materials
- Coordinate with other people's assistants to find meeting times
Handle communications
- Screen phone calls and emails
- Respond to routine requests on behalf of the CEO
- Draft basic emails and correspondence
- Field vendor questions and coordinate responses
- Manage follow-ups and keep communication organized
Coordinate logistics and travel
- Book flights, hotels, and rental cars
- Create travel itineraries with all details
- Handle last-minute changes and rebookings
- Coordinate ground transportation and restaurant reservations
- Manage travel expense submission
Support day-to-day operations
- Prepare documents and presentations
- Organize files and keep records updated
- Process invoices and expense reports
- Coordinate with vendors on routine matters
- Handle meeting room setup, materials, and catering
Task and project tracking
- Maintain task management system for CEO's commitments and priorities
- Track action items from meetings and ensure follow-through
- Update project statuses and keep tracking current
- Send reminders for upcoming deadlines
- Monitor open items and flag anything falling behind
Property management and facilities coordination
- Coordinate building maintenance and repairs
- Handle office supply orders and inventory
- Manage relationships with building management and service vendors
- Schedule and oversee property-related appointments and inspections
- Coordinate office setup, equipment, and facilities needs
Handle routine business tasks
- Schedule vendor meetings and handle basic vendor questions
- Coordinate contract signatures and document routing
- Follow up on pending items
- Handle low-level negotiations (pricing, scheduling, basic terms)
- Manage subscriptions and service renewals
- Maintain filing systems and keep contact lists current
Who You Are
- 1 years of administrative, assistant, or coordinator experience
- Extremely organized with excellent attention to detail
- Strong written and verbal communication skills
- Proficient in Microsoft Office and Google Workspace
- Experience with task management systems (Asana, Monday, Notion, or similar)
- Able to juggle multiple tasks and shifting priorities
- Professional, responsive, and reliable
- Comfortable working independently once you know what's expected
- Experience coordinating with vendors, building management, or facilities preferred
What You'll Work With
Our CEO runs multiple companies including real estate, construction services, technology/BPO, and real estate brokerage. You'll interact with different teams and vendors across these businesses, but your job is to handle the logistics and coordination—not to learn or run the businesses.
The pace is fast. Things change, priorities shift, and you'll need to adapt quickly. Some days are predictable, some days are chaos. You need to roll with it.
Work Details
Location: In-office in Atlanta, GA (Buckhead area)
Hours: Full-time, 40-50 hours per week
- Standard business hours with occasional flexibility needed
- Responsiveness required during work hours for time-sensitive items
- Rare evening/weekend needs for urgent matters