Summary
This role is responsible for managing schedules, communications, and logistics while exercising sound judgment, professionalism, and discretion. The incumbent will serve as a trusted partner in supporting day-to-day operations, ensuring efficiency, organization, and continuity across multiple individuals. Provide comprehensive administrative and operational support to a busy executive family, coordinating travel, school-related matters, children’s schedules, the family calendar, and day-to-day household/personal logistics to enable effective execution across complex and time-sensitive priorities.
Duties & Responsibilities
- Calendar Coordination: Maintain a master family calendar (work, school, travel, activities) and proactively resolve any conflicts.
- Travel Management: Coordinate complex domestic and international travel, with white-glove service. Anticipate travel-related needs and ensure seamless execution across multiple engagements
- School & Child Administration: Own all school portals, forms, fees, and communications; track key dates and ensure parents are reminded of actions.
- Kids’ Schedules & Appointments: Coordinate medical, dental, and activity schedules for the children and keep all information current.
- Household & Personal Support: Run local errands, manage vendors, and handle personal administration tasks.
- Communication & Documentation: Summarize important emails, keep digital files/photos organized, and provide clear status updates to parents.
- Monitor and respond to support channels (email, chat, phone) in real-time
Position Requirements and Skills
Education & Experience
- High school diploma or equivalent required
- Five years experience in an assistant (family, personal, or executive), house manager, or similar coordination role required
Technical & Professional Skills
- Advanced proficiency with Google Workspace (Docs, Sheets, Slides, Drive, Calendar)
- Familiar with school and parent portals, or willingness to learn the software
- Strong organizational and time-management skills with exceptional attention to detail
- Ability to manage competing priorities independently with minimal supervision
- Excellent written and verbal communication skills; comfortable interacting with senior leaders, board members, and external stakeholders, as well as family members and children.
Personal Attributes
- Demonstrated ability to handle sensitive and confidential information with discretion and integrity
- Extreme ownership with a strong focus on quality execution and follow-through
- Strong judgment, problem-solving ability, and anticipatory thinking
- Polished interpersonal skills and professional presence
- Highly adaptable, resourceful, and calm under pressure
Physical Requirements
- Based in Tampa, Florida, or willing to relocate
- Valid Driver’s license in Florida, and a safe driving record
- Reliable transportation
- Flexible scheduling required to accommodate travel, pending tasks, and assigned responsibilities
Benefits:
- Relocation assistance
Work Location: Hybrid remote in Tampa, FL 33602
https://www.glassdoor.com/Job/tampa-fl-jobs-jobs-SRCH_IL.0,8_IC1154429_KO9,13.htm?fromAge=1