Job details
Salary $40,000 – $55,000 a year
Job Type Full-time
Qualifications
- Location:
- Tampa, FL 33606 (Required)
Full Job Description
Job Description:
Seeking a reliable and sophisticated Executive/Personal Assistant. The Personal Assistant will provide support to the CEO of a busy South Tampa based family office with a diverse investment portfolio. The ideal candidate is well-organized, flexible, thorough, and self-motivated. The candidate must have the excellent verbal and written communication skills.
Responsibilities and Activities:
- Manage and organize professional and personal correspondence including emails, phone calls, mail, and invitations
- Spreadsheet creation, updating, maintenance
- Research and information gathering, making recommendations as needed
- Prepare for CEO’s professional meetings and personal events by creating agendas and supplying background information.
- Making travel arrangements (hotel, flight, rental car, etc.)
- Document editing and creation
- Building, maintaining, and enhancing systems and processes for efficiency
- Information gathering
- Running reports
- Supply and lunch ordering as needed
- Office organizing
- File system organization and maintenance
- Taking meeting notes and synthesizing into action items
- Processing expenses and reconciling credit cards
- HR duties for new employees (sending forms, updating systems, etc.)
- Taking on special projects
- Suggesting and taking on tasks the owner does not have time for
- Miscellaneous support of business owner (handling unexpected tasks, solving problems, personal tasks)
- Help plan and book domestic and international travel including furnishing detailed itineraries
- Assist with personal errands such as arranging appointments for the CEO
- Running errands (e.g. groceries, drycleaners, etc…), scheduling vehicle maintenance, and maintaining a schedule for the CEO’s appointments with vendors and/or clients.
- Perform administrative tasks such as booking travel for the CEO and family, following up on deliveries/returns, internet research, and purchasing of household items.
- Create and maintain a calendar of events and scheduled appointments.
- Perform additional tasks as assigned.
- Able to be resourceful and proactive in dealing with the day-to-day issues that arise with planned or unforeseen events
- The ideal candidate will have the ability to be flexible and stay a little later and work a few extra hours during the week or on the weekend, if needed. Occasionally, the hours may vary
Required Competencies:
- Support Mindset: Understands the life and stress of a busy executive and are committed to simplifying things for them, making their work easier, and taking stress and tasks off of their plate; their success is your success;
- High Work Standards: Has a close attention to detail, double checks work for accuracy and completeness; goes above and beyond to deliver great results; committed to success for all and passionate about your work; has high-standards for quality;
- Resourcefulness and Adaptability: Finds creative solutions; explores multiples avenues to solve a challenge; perseveres; flexible; happily adapts to changing priorities;
- Planning and Organizing: You can plan strategically, prioritize and organize tasks to achieve objectives, understands task dependencies, determines resources needed, and plans ahead to ensure deadlines are met.
- Excellent Communication: Clear and concise written communication with proper spelling and grammar; organizes and delivers information according to the recipient’s needs; listens actively; asks questions to clarify;
- Initiation and motivation: Self-motivated, energetic, highly responsive with excellent follow- through and follow-up; you don’t need reminders to get things done and can nudge others to keep them on task; suggests areas of improvement or innovation and implements solutions;
- Time Management and efficiency: prioritizes and plans tasks; works quickly and uses appropriate tools and/or implements processes and checklists to create efficiencies
- Team-minded: Friendly, professional, respectful, positive, and optimistic; has a can-do attitude; puts group goals ahead of individual goals;
- Organization: knows where everything goes, make sure it gets put there, and can find things quickly; develops systems (calendar, document management, etc.) that work for all.
- Anticipates Needs: Thinks 2-steps ahead; is prepared with answers before the question is asked; identifies needs before they are requested; is proactive and suggests solutions,
- Tech-savvy: user of productivity programs and apps, able to find online solutions; uses online resources to learn programs and explore functionality. Must have strong competency in
Microsoft Word, Excel, Publisher, Teams, OneDrive, Google Earth and other mapping programs.
To apply please submit a PDF resume and cover letter. Thank you.
Job Type: Full-time
Pay: $40,000.00 – $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
- On call
Supplemental Pay:
- Bonus pay
Location:
- Tampa, FL 33606 (Required)
Typical start time:
- 8AM
Typical end time:
- 6AM
This Job Is Ideal for Someone Who Is:
- Dependable — more reliable than spontaneous
- People-oriented — enjoys interacting with people and working on group projects
- Adaptable/flexible — enjoys doing work that requires frequent shifts in direction
- Detail-oriented — would rather focus on the details of work than the bigger picture
- Achievement-oriented — enjoys taking on challenges, even if they might fail
- Autonomous/Independent — enjoys working with little direction
- Innovative — prefers working in unconventional ways or on tasks that require creativity
- High stress tolerance — thrives in a high-pressure environment
This Company Describes Its Culture as:
- Detail-oriented — quality and precision-focused
- Innovative — innovative and risk-taking
- Outcome-oriented — results-focused with strong performance culture
- People-oriented — supportive and fairness-focused
- Team-oriented — cooperative and collaborative
Work Remotely:
- No
