Executive Personal Assistant

Job Description

Job Description

Executive Personal Assistant

The Ship Group Holdings:
Location: Charlotte, NC — local, in-person support
Job Type: Part-time
Schedule: 20 guaranteed paid hours per week
Salary: $1,600–$1,800 per month

About the Role:

We are seeking a highly organized, resourceful Executive & Personal Assistant to work directly with the executive across business responsibilities, professional commitments, and everyday personal logistics and responsibilities.

This position is for someone who takes initiative, figures out practical solutions, and follows through without repeated reminders. You will help keep priorities organized, coordinate with staff and vendors across multiple companies, and handle personal matters with professionalism and discretion.

The role combines administrative work in a provided office with local errands, appointments, and other approved assignments alongside the executive. Trust, sound judgment, and consistent follow-through are essential.

What You Will Do:

• Manage business and personal calendars, confirm appointments, resolve scheduling conflicts, and organize preparation materials.
• Track assigned priorities across the companies, obtain staff and vendor updates, coordinate handoffs, and follow tasks through to completion.
• Prepare professional email drafts, meeting briefs, and organized documents; track bills and renewals for review.
• Coordinate personal appointments, authorized family and social arrangements, household vendors, vehicle servicing, and approved purchases.
• Complete local errands and provide approved transportation using the executive's vehicle when authorized.
• Support the executive's professional image and brand by organizing biographies, event details, publication and presentation materials, and coordinating with designated marketing support.
• Maintain a current task list, anticipate obstacles, and bring forward practical options when an assignment needs a decision or additional support.

What We Are Looking For:

• Relevant experience in executive assistance, personal assistance, administrative support, or project coordination; two or more years preferred.
• Strong organization, attention to detail, and the ability to manage several priorities.
• Resourcefulness, practical problem-solving skills, and persistence in following up.
• Dependability, professional integrity, and an interest in a long-term working relationship.
• Excellent written and verbal communication and confidence interacting with staff, vendors, professional contacts, family, and friends.
• Discretion when handling private schedules, financial information, family matters, and confidential business records.
• Comfort with Outlook, digital files, and task-management tools; familiarity with Monday.com or Connecteam is helpful.
• A valid driver's license and eligibility to operate the employer-provided vehicle for approved duties.

You should be comfortable completing routine assignments independently within established authority and recognizing when the executive's approval is needed.

Compensation and Working Arrangement:

• First 30 calendar days: $1,600 per month.
• Following a successful 30-day performance review: $1,800 per month, effective day 31.
• The review evaluates organization, initiative, reliability, judgment, communication, confidentiality, and follow-through. Written expectations will be provided at the start.
• 20 guaranteed paid hours weekly , generally scheduled across Monday–Thursday, some weekends. Scheduling is coordinated in advance around the executive's commitments.
• Office space and approved work tools are provided for administrative duties. Other assignments take place locally as needed.
• All assigned administration, errands, driving, appointments, and communications count toward paid work time. This is a salaried, nonexempt position, and all work time must be recorded and compensated under the pay agreement and applicable law.
• Salary figures are gross amounts before required deductions and are paid on the employer's regular payroll schedule. Approved work expenses are handled separately.

Shortlisted candidates may be asked to complete a brief practical exercise and provide professional references.

Benefits:

• 401(k).
• Employee discount.
• Flexible schedule.

Work Location: In person.