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

Pay:

From $21.00 per hour

Benefits:

401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person