Full Job Description
Confidential client is seeking an Executive Personal Assistant. Start date is flexible for the right candidate but must reside or be able to relocate near Tampa, Florida.
There is occasional travel for work around the state of Florida.
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. Their lifestyle is relaxed. They are seeking a candidate that 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.
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 schedule and 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.
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 (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, Wi-Fi subscriptions, Sirius XM subscriptions.
Manage documentation, including registrations, insurance, etc.
Technology:
Stay up to date on the latest tech trends.
General understanding on how to fix aspects of iPhone/iPad issues, printer connectivity.
Manage and understand home tech (Google home, security systems, Amazon Alexa, etc.)
Benefits inclue:
· Highly Competitive Salary
· PTO with (11) Federal Holidays
· Medical, Dental and Vision Insurance
· 401K Matching Plan
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
Education:
- Bachelor’s (Preferred)
Work Location: One location
