Executive Assistant

POSITION OVERVIEW

Executive Assistant to support the Owner across multiple business entities spanning commercial real estate, facility services, and hospitality. Manage administration, calendar, communications, operations, and selected personal/household tasks. High-trust role requiring independence, anticipation, and absolute discretion.

Reports to: President/CEO

Type: Full-Time

Location: Offices in Jacksonville & St. Augustine

ESSENTIAL FUNCTIONS

Administrative & Calendar Management

• Manage the Owner’s Outlook emails, calendar, tasks, and contacts, including drafting emails, scheduling appointments, and updating/prioritizing tasks.
• Email inbox triage, prioritization, and draft responses
• Assist the Owners with personal needs, including errands outside of the building, personal tasks, phone calls, meeting schedules, bills/invoices, travel, and other family member needs.
• Manage Family Office administrative tasks in support of the Owner’s and their family.
• Calendar management across multiple entities and executives
• Perform all projects assigned.
• Manage communication and recognition of our Executives, Family, and Friends, including birthdays, anniversaries, and holiday/milestone gifting.

• Process all credit card statements, reconcile expense reports on a timely basis, and dispute questionable charges, as needed.
• Assist in training in new technology, new software or programs, or new office procedures, as requested or required.
• Receive, sort, and manage incoming mail and deliveries
• Prepare a variety of correspondence, reports, spreadsheets, and other documents, ensuring proper format, grammar, spelling, and punctuation.
• Meeting prep: agendas, materials, technology, post-meeting recaps with action items
• Document organization and filing (digital and physical); maintain organized file systems
• Follow-up tracking and reminders; nothing falls through cracks
• Receptionist duties when needed: greet visitors, answer/direct calls
• Perform all projects assigned

Business Operations Support

• Vendor sourcing, evaluation, and management
• Accounts receivable follow-up and invoicing coordination
• Hiring support: job posting, sourcing, screening, interview scheduling, onboarding logistics
• CRM management and pipeline updates
• Deal and project documentation, research, and reporting
• SOP creation and process documentation
• Project and deadline tracking across all entities
• Team coordination and internal communications
• Act as liaison between executive team and all departments

Sales & Marketing Support

• Lead list building and enrichment
• Outreach and follow-up sequences
• Social media scheduling and posting
• Content production logistics coordination
• Review and reputation management monitoring
• Event and webinar logistics
• Basic reporting on marketing performance/ROI

Personal & Household Management

• Appointments and reservations coordination
• Gift research, purchasing, and shipping
• Family calendar coordination
• Vacation and travel planning
• Errand and delivery coordination
• Home service provider management
• Subscription and bill management

POSITION REQUIREMENTS

CRITICAL COMPETENCIES

• Attitude & Presence
• Warm, helpful, positive personality with clients, employees, and vendors
• Professional demeanor in all interactions
• Maintain confidentiality absolutely

Accuracy & Organization

• Deliver corrected, complete, proofread work
• Everything labeled and in its place
• Error-free work; proofing yours, not theirs

Follow-Through & Accountability

• Own tasks until 100% complete
• Don't ask once and assume it's done; track, verify, follow up
• Communicate status without being asked
• Document everything
• Report progress regularly; never require an update request

Prioritization & Anticipation

• Understand priorities by asking the right questions
• Anticipate executive needs before being asked
• See the big picture; adjust workload accordingly
• Show sense of urgency on executive directives

Time Management & Multitasking

• Handle multiple priorities without visible stress
• Leverage email and technology to save time
• Don't waste hours—ask for help when needed
• Process multiple tasks simultaneously

Technical & Professional

• Strong troubleshooting skills for software/hardware issues; go-to person for tech questions
• Self-starter; takes initiative without waiting to be told
• Comfort with confidential/sensitive information
• Open communication with supervisor
• Embrace change, welcome challenges, accept constructive criticism
• Demonstrate desire for professional growth
• Exceptional written and verbal communication

QUALIFICATION AND SKILLS

• 3 years in an Executive Assistant, Chief of Staff, or similar role
• Experience supporting founder, CEO, or senior executive (ideally multi-entity environment)
• Bachelor's degree or work equivalent
• Proficiency: Google Workspace, Microsoft Office, CRM tools, project management platforms

EDUCATION

• Basic AI knowledge (Claude, ChatGPT, Copilot, etc.)
• Notary public or willingness to obtain

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.

QUALIFICATION AND SKILLS

• 3 years in an Executive Assistant, Chief of Staff, or similar role
• Experience supporting founder, CEO, or senior executive (ideally multi-entity environment)
• Bachelor's degree or work equivalent
• Proficiency: Google Workspace, Microsoft Office, CRM tools, project management platforms

EDUCATION

• Basic AI knowledge (Claude, ChatGPT, Copilot, etc.)
• Notary public or willingness to obtain