Executive Personal Assistant

Job Title: Executive Personal Assistant

Company: Actualization.AI

Location: Tampa, FL (Local candidates only)

Compensation: $20/hour

Hours: 10-15 hours per week

Modality: Hybrid (some work and meetings in-person, the remainder can be done remotely)

About Actualization.AI:

Actualization.AI is an innovative startup focused on advancing artificial intelligence with a strong emphasis on AI safety and security. Our mission is to ensure that AI technologies, especially chatbots, are robust, secure, and beneficial to society.

Position Overview:

The Executive Personal Assistant will provide high-level administrative and personal support to the owner of Actualization.AI (Dr. John Licato). As this is an early-stage startup with very flexible needs, this role requires significant flexibility and as such it combines responsibilities typically associated with an executive assistant, administrative assistant, and personal assistant. The ideal candidate is organized, proactive, and has the ability to juggle various tasks with ease. You will be expected to handle both professional business-related tasks and personal errands, ensuring the founder's day-to-day operations run smoothly.

Key Responsibilities:

• Executive Support:
• Manage the owner’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Assist with drafting and preparing presentations, reports, and other business documents.
• Organize and prioritize daily tasks, ensuring the owner is well-prepared for meetings and deadlines.
• Coordinate virtual meetings, including managing Zoom or other video conferencing platforms.
• Administrative Assistance:
• Handle email correspondence, draft responses, and filter high-priority communications.
• Organize digital files and documents.
• Assist with project management tasks, including tracking deliverables and following up with stakeholders.
• Conduct research, data entry, and assist with special projects as needed.
• Personal Assistance:
• Run personal errands such as shopping, appointments, and managing household-related tasks.
• Assist with personal travel planning and bookings.
• Ensure timely handling of personal matters, including bills, deliveries, and service appointments.
• Provide personal reminders and maintain an organized personal to-do list.

Qualifications:

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar administrative role.
• Strong organizational skills with excellent attention to detail.
• Ability to handle confidential information with discretion.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Gmail, Drive, Calendar).
• Exceptional written and verbal communication skills.
• Must be proactive, self-motivated, and able to work independently.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Tech-savvy, with an interest or background in technology or AI preferred.
• Reliable transportation and ability to travel within the Tampa area for errands.

Requirements:

• Must be based in the Tampa, FL area and available for in-person tasks.
• Ability to commit to 10-15 hours per week with a flexible schedule. Note that having other fixed commitments is not a dealbreaker (we welcome current students), and we will do our best to work around your schedule. But you will be expected to perform tasks and respond to requests in a timely fashion.
• Available for occasional urgent tasks outside of regular working hours.

To Apply:

Please fill out the form here: https://docs.google.com/forms/d/e/1FAIpQLSeb8n3gjqFmHdSqIhRLqWI3y2EB8GVcnws9NvO6XeVRG68Jeg/viewform?usp=sf_link 

This role is perfect for someone looking for a part-time, flexible position where they can apply a wide range of skills while working closely with a driven entrepreneur in the AI industry. We’re looking for a detail-oriented and organized individual to help our founder stay ahead of the game!