At a Glance
- Tasks: Support executives with scheduling, meetings, and project management in a fast-paced environment.
- Company: Dynamic company in Tampa, offering a hybrid work model.
- Benefits: Flexible hours, remote work options, and opportunities for professional growth.
- Other info: Ideal for those who thrive under pressure and enjoy multitasking.
- Why this job: Be a key player in a vibrant team while honing your organisational skills.
- Qualifications: 3+ years of admin experience and strong communication skills required.
The predicted salary is between 30000 - 40000 £ per year.
Location: Tampa, FL
Type: Freelance
Hours: Estimated 20 hrs/week
Hybrid: must be able to work on-site at our Tampa (Channelside) office as needed
About the Role
The Executive Assistant will provide comprehensive administrative support to an executive, with the potential to support additional executives as time and bandwidth allow. This role requires a highly organized, detail-oriented, and proactive individual who thrives in a fast-paced, entrepreneurial environment and exhibits a high level of accountability and confidentiality. You will be instrumental in ensuring the seamless operation of daily activities — enabling the executive to focus on strategic initiatives and organizational goals. This role is primarily remote, with occasional in-office presence required at our Miami office. While the role is roughly 20 hours/week, this is a fast-moving, entrepreneurial environment — you should expect to check email regularly and potentially outside of standard business hours (including evenings and weekends) and respond promptly when something time-sensitive comes up.
What You Will Be Doing
- Manage and update daily, weekly, and monthly calendars, including scheduling meetings, appointments, and travel arrangements
- Coordinate and organize meetings, conferences, and events, ensuring the executive is well-prepared (research, prep documents, presentations, catering, etc.)
- Manage expense reports and budgets; handle confidential corporate, personnel, and financial information with discretion (experience with Netsuite a plus)
- Build, review, and maintain databases and lists for various projects
- Arrange travel itineraries, accommodations, and transportation, managing any issues that arise
- Prepare, organize, and maintain confidential documents, reports, and presentations
- Research and gather data to support decision-making
- Track and follow up on tasks to ensure deadlines are met
- Assist with a range of projects, adapting quickly to changing priorities
- Screen and prioritize incoming calls and messages
- Monitor email regularly during evenings and weekends, responding promptly to time-sensitive matters as they arise
- Use AI tools and other technology to streamline workflows, automate repetitive tasks, and improve overall efficiency
- Run miscellaneous errands in a timely manner, including office tasks (sign for deliveries, etc.)
- Provide additional professional and personal support as needed
- Support additional executives on an as-needed basis, as workload allows
What You Will Have
- Associate's degree required; Bachelor's degree highly preferred
- 3+ years of Administrative/Executive Assistant experience, preferably supporting executives, C-suite leaders, presidents, or CEOs
- A polished, professional demeanor with exceptional verbal and written communication skills
- Experience with copywriting and copyediting
- Outstanding organizational skills and meticulous attention to detail
- Strong problem-solving skills and the ability to think ahead
- Comfort operating in an entrepreneurial, fast-changing environment where priorities can shift quickly
- Comfortable using AI tools and platforms to improve efficiency and streamline processes
- Ability to work independently, adapt to shifting priorities, and stay composed under pressure
- Excellent time management and multitasking skills
- Genuine availability and willingness to monitor email during nights/weekends and respond as needed — this is a part-time role by hours, but requires an 'on-call when it counts' mindset
- Strong proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word)
- Experience with NetSuite, ZoomInfo, and Constant Contact preferred
- A commitment to maintaining strict confidentiality at all times
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant (Part-Time, Freelance)
✨Get Involved in HR Communities
Dive into HR forums and local meetups! These spaces are goldmines for freelance opportunities, as many businesses often look for freelance HR consultants through trusted connections. Join groups on platforms like LinkedIn and engage in discussions to showcase your expertise.
✨Build Your Personal Brand Online
As a freelancer, your online presence is everything. Start a blog or share insights on social media about HR trends, changes in employment law, or best practices in talent management. This not only builds credibility but also attracts potential clients who resonate with your style.
✨Leverage Recruitment Events
Attend HR conferences or recruitment fairs in your area. These events are perfect for mingling with potential clients and showcasing what you can offer. Bring business cards and don’t hesitate to pitch your services – you never know who might need your help!
✨Connect with Startups and Small Businesses
Many small businesses are looking to outsource their HR needs. Reach out to local startups and offer your freelance services. Tailor your pitch to show how your skillset can help them streamline their hiring processes or enhance team management.
We think you need these skills to ace Executive Assistant (Part-Time, Freelance)
Some tips for your application 🫡
Show Off Your Expertise in HR:In the world of human resources, it’s vital to highlight your relevant experience and skills. Make sure to weave in your specialisations, like talent acquisition or employee relations, in your CV or portfolio. If you've got any certifications, like CIPD or SHRM, flaunt them—they're a big plus!
Tailor Your Portfolio to HR Projects:As a freelancer, your portfolio should showcase your best work in HR. Include case studies of past projects, such as recruitment drives or training programmes you’ve managed. This gives potential clients a clear look at what they can expect from you, so don’t hold back!
Pitch Your Availability and Rates Clearly:When applying for freelance HR roles, clarity is key. In your application, state your availability and expected rates straight away. This helps manage expectations and shows that you’re organised and professional in your approach.
Highlight Your Soft Skills:HR isn't just about admin and processes; it's also about people! In your cover letter, be sure to bring out your soft skills like communication, empathy, and conflict resolution. Share anecdotes that reflect these traits, as they can really set you apart from other candidates.
How to prepare for a job interview at twentysix
✨Showcase Your HR Toolkit
As a freelancer in human resources, it's crucial that we highlight the specific tools and software we're adept at using, like HRIS systems or performance management software. Be prepared to discuss how you've successfully implemented these tools in past projects to streamline HR processes.
✨Demonstrate Flexibility and Adaptability
Freelance roles often involve short-term contracts and varying clients, so we should emphasise our ability to quickly adapt to different workplace cultures and team dynamics. Share examples of how you've effectively tailored HR strategies to meet diverse client needs in previous gigs.
✨Highlight Your Unique Value Proposition
In a freelance setting, we must communicate what sets us apart from other HR professionals. Think about the specific niche you fill — whether it's recruitment, employee engagement, or compliance — and prepare to pitch your unique skills and successes that solve problems for potential clients.
✨Prepare for Scenario-Based Questions
Be ready for scenario-based questions that test our interpersonal and conflict-resolution skills. Freelance HR often involves negotiations or mediating disputes, so we should have relatable examples ready to illustrate how we've handled similar situations with clients or employees before.
