Executive Assistant

POSITION OVERVIEWExecutive 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/CEOType: Full-TimeLocation: Offices in Jacksonville & St. AugustineESSENTIAL FUNCTIONSAdministrative & Calendar ManagementManage the Owner’s Outlook emails, calendar, tasks, and contacts, including drafting emails, scheduling appointments, and updating/prioritizing tasks.Email inbox triage, prioritization, and draft responsesAssist 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 executivesPerform 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 deliveriesPrepare 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 itemsDocument organization and filing (digital and physical); maintain organized file systemsFollow-up tracking and reminders; nothing falls through cracksReceptionist duties when needed: greet visitors, answer/direct callsPerform all projects assignedBusiness Operations SupportVendor sourcing, evaluation, and managementAccounts receivable follow-up and invoicing coordinationHiring support: job posting, sourcing, screening, interview scheduling, onboarding logisticsCRM management and pipeline updatesDeal and project documentation, research, and reportingSOP creation and process documentationProject and deadline tracking across all entitiesTeam coordination and internal communicationsAct as liaison between executive team and all departmentsSales & Marketing SupportLead list building and enrichmentOutreach and follow-up sequencesSocial media scheduling and postingContent production logistics coordinationReview and reputation management monitoringEvent and webinar logisticsBasic reporting on marketing performance/ROIPersonal & Household ManagementAppointments and reservations coordinationGift research, purchasing, and shippingFamily calendar coordinationVacation and travel planningErrand and delivery coordinationHome service provider managementSubscription and bill managementPOSITION REQUIREMENTSCRITICAL COMPETENCIESAttitude & PresenceWarm, helpful, positive personality with clients, employees, and vendorsProfessional demeanor in all interactionsMaintain confidentiality absolutelyAccuracy & OrganizationDeliver corrected, complete, proofread workEverything labeled and in its placeError-free work; proofing yours, not theirsFollow-Through & AccountabilityOwn tasks until 100% completeDon't ask once and assume it's done; track, verify, follow upCommunicate status without being askedDocument everythingReport progress regularly; never require an update requestPrioritization & AnticipationUnderstand priorities by asking the right questionsAnticipate executive needs before being askedSee the big picture; adjust workload accordinglyShow sense of urgency on executive directivesTime Management & MultitaskingHandle multiple priorities without visible stressLeverage email and technology to save timeDon't waste hours—ask for help when neededProcess multiple tasks simultaneouslyTechnical & ProfessionalStrong troubleshooting skills for software/hardware issues; go-to person for tech questionsSelf-starter; takes initiative without waiting to be toldComfort with confidential/sensitive informationOpen communication with supervisorEmbrace change, welcome challenges, accept constructive criticismDemonstrate desire for professional growthExceptional written and verbal communicationQUALIFICATION AND SKILLS3+ years in an Executive Assistant, Chief of Staff, or similar roleExperience supporting founder, CEO, or senior executive (ideally multi-entity environment)Bachelor's degree or work equivalentProficiency: Google Workspace, Microsoft Office, CRM tools, project management platformsEDUCATIONBasic AI knowledge (Claude, ChatGPT, Copilot, etc.)Notary public or willingness to obtainThe company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.QUALIFICATION AND SKILLS3+ years in an Executive Assistant, Chief of Staff, or similar roleExperience supporting founder, CEO, or senior executive (ideally multi-entity environment)Bachelor's degree or work equivalentProficiency: Google Workspace, Microsoft Office, CRM tools, project management platformsEDUCATIONBasic AI knowledge (Claude, ChatGPT, Copilot, etc.)Notary public or willingness to obtain #J-18808-Ljbffr Fourman Equity