Executive Personal Assistant

Job Description

A high-performing insurance agency owner and community leader — running a growing business while staying deeply involved in family and community life — is seeking a sharp, proactive, highly organized Executive Personal Assistant who thrives in a dynamic, fast-paced environment. If you love structure, efficiency, variety, and making a powerhouse principal's world run smoothly — this role is for you.

What you'll do (key responsibilities):

Business support

• Manage a busy inbox with filtering, prioritizing, and flagging what actually needs attention
• Own and optimize the calendar: meetings, travel, appointments, and protected personal time
• Handle vendor calls, follow-ups, and scheduling so nothing falls through the cracks
• Track relationship‑sensitive requests and confirm loop closure on high‑priority items
• Manage travel logistics end to end: itineraries, reservations, transportation, and points/rewards coordination
• Prepare meeting notes, agendas, and follow‑up action items
• Conduct research and assist with business projects and priority initiatives & support daily task and project tracking, including check‑ins to keep key priorities on course

Personal support

• Coordinate family scheduling, school calendars, and personal appointments
• Run local errands, manage household vendors, and handle service call coordination
• Handle online ordering, returns, and home‑related logistics
• Maintain confidentiality and protect the principal's time, energy, and priorities at all times

Who you are (non-negotiables)

• Extremely organized — systems, structure, and follow‑through are your superpowers
• Detail‑obsessed — nothing slips, you double‑check everything, and you close every loop
• Proactive — you anticipate needs, prevent problems, and stay three steps ahead
• Calm under pressure — you solve problems, you don't add to them
• Excellent communicator — written, verbal, and digital
• Trustworthy and discreet — you will have access to confidential information
• Tech‑comfortable — you adapt quickly to new tools and platforms, including AI tools such as Claude and ChatGPT
• Experience supporting a busy executive, entrepreneur, or high‑volume household required
• Local to Fort Wayne, IN with reliable transportation — this role includes local errands and in‑person coordination for the family

• Paid Time Off (PTO)
• Mon-Fri Schedule
• Career Growth Opportunities
• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance

• Manage executive calendar and coordinate appointments to ensure optimal time management
• Handle inbox triage, voicemail follow-up, and communication tracking
• Coordinate household vendors, travel logistics, and personal scheduling
• Run local errands and manage home‑related coordination as needed
• Maintain professional communication via phone and written channels
• Utilize Google Workspace, AI tools, and other platforms to streamline operations across both business and personal functions
• Support business research, project coordination, and executive task tracking; leverage AI and digital tools to improve workflow efficiency and output

• Proven experience as a personal or executive assistant with strong organizational skills
• Proficiency in Google Workspace and calendar management tools
• Excellent communication skills — professional across every channel
• Proficiency with AI tools (such as Claude or ChatGPT) and a willingness to learn and adopt new platforms and workflows
• Ability to manage a high volume of tasks and shifting priorities in a fast‑paced environment
• High level of discretion and confidentiality — non‑negotiable
• Reliable transportation and ability to run local errands in the Fort Wayne, IN area
• A proactive attitude with a commitment to excellent follow‑through
• 1+ year supporting a busy executive, entrepreneur, or multi‑business owner (required)