Executive Assistant

POSITION OVERVIEW Executive 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-Time

Location:

Offices in Jacksonville & St. Augustine ESSENTIAL FUNCTIONS Administrative & Calendar Management Manage the Owner’s Outlook emails, calendar, tasks, and contacts, including drafting emails, scheduling appointments, and updating/prioritizing tasks.

Email inbox triage, prioritization, and draft responses

Assist 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 executives

Perform 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 deliveries

Prepare 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 items

Document organization and filing (digital and physical); maintain organized file systems

Follow-up tracking and reminders; nothing falls through cracks

Receptionist duties when needed: greet visitors, answer/direct calls

Perform all projects assigned

Business Operations Support Vendor sourcing, evaluation, and management

Accounts receivable follow-up and invoicing coordination

Hiring support: job posting, sourcing, screening, interview scheduling, onboarding logisticsCRM management and pipeline updates

Deal and project documentation, research, and reporting SOP creation and process documentation

Project and deadline tracking across all entities

Team coordination and internal communications

Act as liaison between executive team and all departments

Sales & Marketing Support Lead list building and enrichment

Outreach and follow-up sequences

Social media scheduling and posting

Content production logistics coordination

Review and reputation management monitoring

Event and webinar logistics

Basic reporting on marketing performance/ROIPersonal & Household Management Appointments and reservations coordination

Gift research, purchasing, and shipping

Family calendar coordination

Vacation and travel planning

Errand and delivery coordination

Home service provider management

Subscription and bill management POSITION REQUIREMENTS CRITICAL COMPETENCIES Attitude & Presence Warm, helpful, positive personality with clients, employees, and vendors

Professional demeanor in all interactions

Maintain confidentiality absolutely

Accuracy & Organization Deliver corrected, complete, proofread work Everything labeled and in its place

Error-free work; proofing yours, not theirs

Follow-Through & Accountability Own tasks until 100% complete

Don't ask once and assume it's done; track, verify, follow up Communicate status without being asked

Document everything

Report progress regularly; never require an update request

Prioritization & Anticipation Understand priorities by asking the right questions

Anticipate executive needs before being asked

See the big picture; adjust…