Executive Assistant

Overview

The Executive Assistant / Secretary provides high-level administrative support to multiple executives and ensures the smooth day-to-day running of the business. This role combines traditional executive support with office management, event planning, and coordination of key business activities. The ideal candidate excels at juggling competing priorities, managing multiple calendars simultaneously, and maintaining strong relationships with various leadership personalities.

Executive & Administrative Support

• Manage calendars for multiple executives, coordinating schedules and resolving conflicts across the leadership team.
• Serve as liaison between executives, staff, clients, and external partners, determining urgency and routing matters appropriately.
• Draft, proofread, and manage emails, letters, memos, and other correspondence on behalf of multiple executives.
• Prepare and edit reports, presentations, and basic spreadsheets as requested by different executives.
• Maintain organized digital and physical filing systems for contracts, records, and key business documents.

Office Operations & Coordination

• Serve as the main point of contact for office-related needs, vendors, and service providers.
• Monitor and order office supplies and equipment; ensure common areas are clean, organized, and functional.
• Help onboard new employees by preparing work spaces, basic documentation, and orientation schedules.
• Create and maintain basic office procedures, checklists, and  how-to  guides to keep operations consistent.

Business Support & Coordination

• Assist with preparing proposals or basic financial documents under executive direction.
• Track key deadlines (renewals, licenses, insurance, subscriptions) for multiple executives and remind them ahead of time.
• Collect and organize information needed for decision-making (e.g., vendor comparisons, event quotes, project updates).
• Follow up with team members, vendors, and clients on assigned tasks and ensure items are completed on time.

Event Planning & Meeting Coordination

• Plan and coordinate internal and external events such as team meetings, trainings, client visits, and company gatherings.
• Source venues, caterers, and vendors; obtain quotes and manage simple event budgets.
• Prepare agendas, materials, and attendee communications for meetings and events involving multiple executives.
• Arrange logistics (room setup, technology, supplies) and handle onsite coordination during events and key meetings.
• Schedule and coordinate cross-functional meetings that involve multiple executives and their teams.

Front Desk & Communication (if applicable)

• Greet visitors and clients in a professional, friendly manner.

Required

• 3–5 years of experience as an executive assistant, administrative assistant, or secretary supporting senior-level professionals.
• Proven ability to support multiple executives simultaneously and manage competing priorities with diplomacy.
• Exceptional organizational and time management skills with strong multitasking capabilities.
• Proficient in Microsoft Office or Google Workspace (email, calendar, documents, spreadsheets, presentations).
• Clear, professional written and verbal communication skills.
• High level of discretion and ability to handle confidential information for multiple leaders.
• Strong attention to detail and a proactive,  see what needs to be done  mindset.
• Excellent interpersonal skills and ability to build relationships with diverse executive styles and preferences.

Preferred Skills

• Experience planning events or coordinating office functions.
• Comfort working in a small business or entrepreneurial environment with changing priorities.
• Basic familiarity with bookkeeping software, CRM, or project management tools (e.g., Quick Books, Hub Spot, Asana).
• Ability to anticipate needs of different executives and adapt communication style accordingly.

• Reliable, punctual, and comfortable working on-site in Lutz, Florida.
• Collaborative, positive attitude and willingness to  pitch in  wherever needed.
• Able to work independently, take initiative, and bring solutions rather than just identifying problems.
• Flexibility to adjust priorities quickly as executive needs shift throughout the day.
• Strong judgment in determining which executive s needs take precedence in time-sensitive situations.

Pay: $45,000 - $50,000 per year

Benefits:
Health, Vision and Dental Insurance, Paid Time Off, 401(K) Matching