A Personal Assistant provides administrative and time management assistance to an office executive. Organizes files and assists with correspondence and record keeping. Manages an executive's calendar and helps to organize materials for meetings and events. May run business errands or help to arrange travel. May work for several executives in an office.
You are a self-driven, solution-oriented, dynamic individual ready to help a luxury home organizing and moving concierge service grow. This role exists to pull operator-level tasks off the CEO's plate so she can focus on leading, selling, and growing Palm Beach Organized. Success means the business runs cleanly behind the scenes — clients are scheduled, systems are maintained, the team is coordinated, and nothing falls through the cracks. Respond to all inbound client inquiries via email and phone with initial information and next steps; schedule consultations, walkthroughs, and project start dates Manage the shared calendar - project dates, consultations, and team availability — and send all client confirmation, reminder, and follow-up communications
Maintain Dubsado/ GoHighLevel:
keep client records, project statuses, contracts, proposals, and invoices current; follow up on outstanding invoices and unsigned contracts; flag anything requiring Marina's judgment Execute email marketing sends in Flodesk using existing templates; manage list segments and hygiene; report open and click performance summaries to Marina monthly Place and track supply orders per existing SOP; confirm delivery windows and coordinate with on-site team; maintain vendor contact list and reorder cadence Collect team availability every Tuesday by 2pm (follow up if not received); enter schedules into the team doc and send out job schedules to organizers Track organizer hours weekly — request submissions by Friday noon; enter figures for 1099 payment tracking Organize job photos into folders by project; coordinate photo submission process with on-site team Keep existing SOPs updated as processes evolve; convert Marina's notes and voice memos into clean written SOPs; maintain an indexed SOP library Track expenses and receipts for bookkeeping handoff; prepare weekly and monthly summaries of invoiced, collected, and outstanding amounts (grows into fuller bookkeeping responsibility over time) Manage hiring logistics: keep the organizer job ad active and updated monthly on job boards and social platforms; send standard screening messages; forward only applicants who submitted a video to Marina with screenshot filed under job applicants Log and track referral partner outreach (realtors, interior designers, builders, movers) — target 10-20 new contacts added per week; maintain tracking in the designated sheet and Dubsado Support monthly newsletter execution using Marina's topics and provided instructions; update photos and reviews per template Manage email inbox per Marina's rules — file, delete, flag, and action items per established protocols; pay authorized vendor invoices and file receipts under correct project folders
REQUIRED QUALIFICATIONS
Proficiency in Dubsado or comparable CRM — must be able to manage workflows, contracts, and invoices from day one Strong written communication with a professional, polished tone appropriate for luxury clientele Highly organized with the ability to manage multiple priorities and deadlines simultaneously Reliable, detail-oriented, and proactive — flags issues before they become problems Comfortable with email marketing execution (Flodesk or similar) Valid driver's license and reliable transportation
PREFERRED
Prior experience supporting a service-based small business or luxury brand Familiarity with basic bookkeeping or expense tracking Experience with social media coordination or newsletter execution Exposure to hiring logistics or applicant tracking
Pay:
$20.00 - $22.00 per hour Expected hours: 30.0 - 40.0 per week
