Confidential client is seeking a high level Executive Personal Assistant. Start date is flexible for the right candidate, but must reside or be able to relocate near St. Petersburg, Florida.
There is occasional travel for work around the state of Florida, occasional international travel each Spring and travel between the homes in Florida and Montana.
Hours are Monday – Friday 8:30am – 5:30pm, but must have flexibility in schedule to work after hours if needed and ability to travel.
There is no “typical” day. CEO is continually working on his company and foundation. Their lifestyle is relaxed and family-centric. They are seeking a candidate that can can mend into their lifestyle, anticipate needs, offer suggestions to add value, yet has an upbeat personality who can also have fun in the process.
Executive Personal Assistant Duties:
- Assist in managing calendar alongside the CEO’s executive assistant, coordinating with social and family obligations.
- Coordinate domestic and international travel arrangements.
- Compose and prepare correspondence that is sometimes confidential.
- Communicates directly, and on behalf of the CEO, with external constituencies on matters related to CEO’s programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns related to personal projects addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated.
- Coordinate speaking engagements, association meetings, philanthropy efforts.
- Create executive summaries and briefs for the CEO on specific issues and projects.
- Demonstrate executive decision-making ability in the presence and absence of the CEO for the benefit of his projects and activities.
Household Management Duties:
- Coordinate and arrange household employees and contractors (i.e. housekeepers, exterminators, electricians, handymen, gardener, pool repairman etc.)
- Specifically understand each person’s job description & accountability and ensure they are executing.
- Meet with new workers at the house to show them specifically what needs to be fixed. Verify work was done properly and be quality control.
- Negotiate with vendors to make sure they are getting a fair price.
- Coordinate, book and confirm flights, charters, hotels, greeters, and drivers
- Manage backup flights and hotels when necessary
- Create trip manifests
- Prepare necessary documentation such as passports, boarding passes, Global Entry cards, etc.
- Stay up-to-date on domestic and international travel regulations and ensure compliance for all members of the family (i.e. passport renewals, COVID tests, etc.).
- Make weekly dinner reservations
- Track & remind of birthdays of close friends and relatives
- Occasional planning of gatherings for holidays, birthdays, etc
Vehicles:
- Manage the purchase and sale of vehicles.
- Manage service and repair, including keeping schedules of maintenance, scheduling maintenance, ensuring quality of service, purchasing needed parts, scheduling detailing and washing as needed.
- Manage Bluetooth connections, Wifi subscriptions, Sirius XM subscriptions
- Manage documentation, including registrations, insurance, etc.
Technology:
- Stay up to date on the latest tech trends and ensure new products are purchase as soon as they become available (iPhones, iPads, etc.)
- General understanding on how to fix aspects of iPhone/iPad issues
- Manage and understand home tech (Google home, security systems, Amazon Alexa, etc.)
Highly competitive salary and full benefits package. PTO includes 15 days per year on an accrual basis (gain 1 extra day for each year of service) and 7 paid holidays.