At a Glance
- Tasks: Provide top-notch admin support to executives in a fast-paced, entrepreneurial environment.
- Company: Dynamic company based in Tampa, offering a hybrid work model.
- Benefits: Flexible part-time hours, remote work, and opportunities for professional growth.
- Other info: Expect a vibrant atmosphere with opportunities to adapt and grow.
- Why this job: Be the backbone of executive operations and make a real impact on the team.
- Qualifications: 3+ years of admin experience, strong communication skills, and a proactive mindset.
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'll 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'll 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'll 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
