Personal/Executive Assistant

Job Description

Job Description

We are looking for an experienced and proactive Personal/Executive Assistant to support a family office in Tampa, Florida. This on-site role blends personal support with office coordination, requiring someone who can stay ahead of priorities, manage shifting schedules, and maintain a high level of discretion. The ideal candidate is highly organized, confident using Microsoft Office, and comfortable handling sensitive matters with care.

Responsibilities:

• Coordinate personal and business calendars for key stakeholders, ensuring appointments, meetings, and schedule changes are accurately tracked in Outlook.

• Arrange medical visits and related logistics, including completion of necessary forms and follow-up on prescription availability and refills.

• Prepare and distribute daily schedules with relevant meeting details, timing, and supporting information.

• Handle incoming calls for the family office and serve as an attentive first point of contact for visitors and inquiries.

• Draft, organize, and manage correspondence, documents, and general administrative materials with accuracy and confidentiality.

• Run occasional errands and provide hands-on support for time-sensitive personal and office-related needs.

• Assemble presentation materials to support meetings, property reviews, and potential investment discussions.

• Support meeting readiness by organizing materials, confirming logistics, and helping ensure executives are prepared for upcoming commitments.

This is a permanent opportunity. Please apply to Jane Gearhart if interested!

• Demonstrated experience in an executive assistant, personal assistant, administrative support, or similar role.
• Strong working knowledge of Microsoft Office, including Excel, Word, and Outlook.
• Proven ability to manage multiple calendars and coordinate complex scheduling needs.
• Excellent written and verbal communication skills with a detail-oriented, service-oriented approach.
• High level of discretion and sound judgment when handling confidential information.
• Strong organizational skills and the ability to prioritize effectively in a fast-paced environment.
• Ability to work on site Monday through Friday in Tampa, Florida.
• Experience supporting personal matters in addition to business administration is preferred.