Executive Assistant and House Manager

This is a right-hand role for one of our clients who own and operate their personal business and properties. Our client, Kelly, and her husband are looking for one person to help them run their life. Not an errand runner. Not an inbox-only assistant. The person who eventually knows how everything works and holds the details so no one else has to.

Most of this role is about making Kelly's days work. Personal calendar and scheduling, appointments, travel, returns and orders, vendors, home organization, and the steady stream of small things that quietly pile up when no one is watching them. Some business support stays in the mix, but to start the center of gravity here is personal and household, not as much corporate.

The work starts heavier on the administrative and computer-based side, because that is where the backlog is right now. As hours grow and trust builds, it expands into full household management, so the home and everything around it runs on one system instead of five half-systems held together by memory. We are hiring for the version of this role that exists in three years, not just the version that exists in month one.

That means we are looking for someone who wants to build a career here, not someone filling a gap between other plans.

• Own the calendar. Scheduling, rescheduling, protecting focus time, preventing collisions before they happen.
• Support the inbox. Triage what matters, flag what is urgent, draft replies, chase what goes unanswered.
• Prep for meetings and capture what comes out of them, then make sure the action items actually happen.
• Coordinate lightly across projects, deadlines, and outside partners so nothing sits waiting on a reply.
• Keep documents, files, and shared drives organized and findable

• Handle returns, exchanges, orders, and deliveries.
• Coordinate vendors: scheduling, access, follow-up, and verifying the work was actually done right.
• Manage home organization and the logistics of a busy household.
• Run errands and handle the day-to-day details that keep a week moving.
• Book personal appointments and manage travel: flights, hotels, ground transportation, itineraries.
• Handle gifts, cards, and the small things that make people feel remembered.

• Build repeatable systems instead of one-off fixes. If something breaks twice, it needs a process.
• Track everything in one place, reliably, without being asked where things stand.
• Anticipate. Notice the thing that is about to become a problem and handle it first.
• Own tasks start to finish, including the unglamorous parts and the follow-up.
• Protect confidentiality without exception, in every direction.

• Deeply organized, with real systems thinking behind it (you know tidy is not the same as organized).
• Detail-obsessed in a way people probably tease you about.
• Proactive by default; you see the thing and handle it rather than waiting.
• Comfortable and quick with technology, especially Google Workspace; familiarity with project management, scheduling, and travel tools is a strong plus.
• A clear, warm, professional communicator in writing and in person.
• Discreet and grounded about the level of access to calendar, home, and personal life; you treat that as a privilege.
• Reliable in the boring, unglamorous, deeply valuable sense.
• Calm when the day changes shape, which it will.
• Local to St. Pete, with reliable transportation, a valid driver's license, and a clean driving record.
• Looking for a long-term role and genuinely interested in this work as a career, not a stepping stone.
• Prior experience supporting a founder, executive, or private household is a strong plus; judgment and ownership matter more than titles.

• Schedule: Part-time to start, up to 15hr hours per week, growing to full-time in the future
• Compensation: Hourly, based on experience
• Classification: W-2 employee
• Location: In person in St. Petersburg, FL (hybrid)
• Requirements: Reliable transportation, valid driver's license, background check and a signed confidentiality agreement

• You notice what other people miss and disorganization…