Executive Assistant/Office Manager

Executive Assistant to CEO

Position Overview:

As the Company’s Executive Assistant, your primary responsibility will be to support and collaborate with the CEO in various aspects of their real estate businesses and mastermind groups. This includes but is not limited to project management (new development), rental property management, transaction coordination for acquisitions, coordinating mastermind events and meetings, among many other tasks across multiple businesses. Your role will encompass a wide range of activities designed to free up the entrepreneur's time and improve organization and communication, allowing them to focus on strategic and analytical tasks. You will be expected to learn the entrepreneur's day-to-day operations, implement efficient systems, and take ownership of these tasks across multiple businesses. This position will start off as an hourly part time role and could transition into a full time position upon the right fit.

Key Responsibilities:

• Lives in the now and manages the day-to-day administrative tasks for the executive
• Manages the executive and his stakeholders
• Improves on, and implements, new systems & processes
• Manages schedule, appointments, and travel
• Handles all communication on behalf of the executive (calls, email, media requests, staff questions, meeting follow-up, etc.)
• Plans and organizes events such as meetings, conferences, training events, business dinners, etc.
• Manages expense reports and works closely with the company's bookkeeper for accurate financials
• Acts as the catch all information hub for the executive office
• Conducts research, analyzes data, and prepares daily, monthly, quarterly, and annual reports and documents
• Prepares information and research for executive
• Takes meeting minutes and follows up on action items
• Prioritizes items that need the executive’s attention
• Acts as eyes and ears for the leadership team, make recommendations as needed
• May also act as Personal Assistant from time to time
• May train, manage, and supervise other assistants, clerical staff, and receptionists

Requirements:

• Reside within 30 minutes of St Petersburg, FL or willing to relocate at own expense.
• Have valid driver’s license and a reliable, professional vehicle.
• Be able to work from the office, home, and in the field.
• Complete a background check.
• Complete a personality assessment (DISC & Culture Index)
• Record and submit a short video application.

Qualifications and Skills:

• Proven experience in a similar role as an executive assistant, preferably in an entrepreneurial or real estate development & investment capacity.
• Exceptional attention to detail, organizational and project management skills, with the ability to handle multiple tasks simultaneously and prioritize effectively.
• Excellent communication and interpersonal skills, with the ability to interact with individuals at all levels, both internally and externally.
• Analytical mindset with the ability to collect, analyze, and interpret data to derive insights and support decision-making.
• Proficiency in using productivity tools, project management software, and collaboration platforms such as Trello, G-Drive, iCloud, and iMail. Must be familiar with the Mac operating systems.
• Ability to adapt quickly to changing priorities and thrive in a fast-paced, dynamic environment. Every day will be different.
• Attention to detail – if you have read this job description in detail, you will be reading this bullet right now. Should you apply for this role, let me know you passed atd test in your letter or message.
• High level of integrity, professionalism, and discretion when handling sensitive information.
• Strong problem-solving skills and the ability to think strategically and proactively.
• Have a flexible schedule and (as needed) be available outside of business hours in the case of an emergency or weekend/evening event.

Additional Experience (Not Required):

• 4-year degree in relevant subjects (real estate, finance, marketing, etc.).
• Real Estate License
• Proficient in Quickbooks
• CRM management experience (HubSpot or KVCore)
• Experience working with vendors on UpWork, Fiverr, and Thumbtack.
• Worked in construction, property management, or transaction coordination.
• Familiar with ChatGPT and other AI tools and use them to enhance productivity, where applicable.

Job Type: Part-time

Pay: $20.00 - $28.00 per hour

Expected hours: 20 – 30 per week

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday
• On call
• Weekends as needed

Experience:

• Executive administrative support: 3 years (Required)

Location:

• Saint Petersburg, FL 33704 (Preferred)

Work Location: In person

Salary : $20 - $28