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Job Description
Executive & Personal Assistant Ware Capital Jacksonville, FL Job Details Full-time 1 day ago Benefits Health savings account Health insurance Dental insurance 401(k) Paid time off 401(k) matching Life insurance Qualifications Pet sitting Executive administrative support Attention to detail Organizational skills Working as an executive assistant Managing projects Maintenance management Property management Full Job Description Position Summary The Executive & Personal Assistant provides comprehensive administrative, operational, property management, and lifestyle support to company ownership. This position serves as a trusted partner responsible for managing executive priorities, coordinating real estate and property-related activities, supporting financial and administrative functions, overseeing household and lifestyle needs, and ensuring the efficient operation of both business and personal affairs. The ideal candidate is highly organized, proactive, detail-oriented, and capable of handling confidential information with discretion. Success in this role requires exceptional communication skills, strong project management abilities, sound judgment, and the flexibility to manage a diverse range of responsibilities in a fast-paced environment.
Position Title:
Executive & Personal Assistant Essential Job Duties 1. Provides executive-level administrative support to company owners and managers as assigned, including correspondence, communications, filing, document management, calendar coordination, scheduling, and meeting facilitation. 2. Manages personal and business calendars, ensuring appointments, meetings, events, travel, and commitments are organized, communicated, and executed effectively. 3. Maintains accurate records, files, and documentation while ensuring the highest standards of confidentiality, professionalism, and organization. 4. Manages projects and special assignments as directed, ensuring timely completion and effective communication of progress and results. 5. Coordinates communication and activities between company ownership, LLC entities, managed properties, vendors, advisors, and other stakeholders as needed. 6. Ensures effective communication, record keeping, and document production necessary for efficient transaction management and property operations. 7. Oversees household and property management activities, including coordinating maintenance and repairs, scheduling services, managing vendors and contractors, overseeing security systems, maintaining inventories, and coordinating seasonal projects. 8. Work with attorneys, accountants, investors, banking institutions, insurance providers, and other professional partners to maintain positive relationships, ensure compliance, and coordinate required actions. 9. Utilizes company software systems, to generate reports, submit requests, process payments, and coordinate with service providers as needed. 10. Reviews credit card statements, reconciliations, expense reports, invoices, and supporting documentation to ensure accuracy and timely submission. 11. Coordinates personal travel arrangements, including transportation, accommodations, itineraries, reservations, and related logistics. 12. Performs personal errands and logistical support activities, including grocery shopping, dry cleaning, shipping and receiving, package management, returns, and other assigned tasks. 13. Coordinates pet care needs, including veterinary appointments, grooming, boarding arrangements, and procurement of pet supplies. 14. Research and book restaurants, entertainment, recreational activities, memberships, special events, and other lifestyle-related services as requested. 15. Coordinates personal appointments and services, including medical, wellness, fitness, and other lifestyle-related activities. 16. Anticipates executive and family needs by proactively identifying opportunities to improve organization, efficiency, convenience, and overall quality of life. 17. Resolves problems and issues by working cooperatively, professionally, and proactively with internal and external stakeholders. 18. Maintains a safe work environment by following established safety procedures, maintaining equipment, and ensuring work areas remain clean, organized, and free of hazards. 19. Maintains and exceeds standards for accuracy, efficiency, accountability, professionalism, and confidentiality in all assigned responsibilities. 20. Performs other duties and responsibilities as assigned to support the smooth and efficient operation of the company, managed properties, and personal affairs of ownership.
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off
