Executive Personal Assistant
(Company Confidential)
Job Type: Full-Time (Exempt) – (Thurs-Mon)
Salary: $100-$130K (DOE)
Location: Tampa, FL - Hybrid (3 days in-office)
Position Summary
The Executive Personal Assistant (EPA) serves as a trusted partner to the CEO, providing high-level executive, administrative, operational, and personal support to maximize executive effectiveness and organizational efficiency. This role is responsible for protecting and optimizing the CEO's time, managing competing priorities, and ensuring seamless execution of business and personal commitments.
The EPA operates proactively, exercises sound judgment, maintains strict confidentiality, and functions independently with minimal supervision. This role extends beyond traditional administrative support and acts as a strategic force multiplier, anticipating needs, streamlining workflows, and supporting key business initiatives.
The employee is paid on a salary basis and is expected to exercise discretion and independent judgment in carrying out responsibilities that directly support executive leadership. This role is intended to work alongside our current team of admins and provide additional support to CEO.
What This Role Is
- A force multiplier for executive effectiveness.
- A trusted advisor and confidential business partner.
- A proactive problem solver who anticipates needs before they arise.
- A decision-maker capable of operating independently.
- A relationship manager who effectively interacts with internal teams, vendors, customers, and external stakeholders.
- A champion of organization, process improvement, and operational excellence.
- Will support CEO Thursday-Monday to help manage and track volumes and deliverables.
Key Responsibilities
Executive Support
- Manage and optimize the CEO's calendar, scheduling, travel, meetings, and strategic priorities.
- Monitor, prioritize, and manage a high volume of email communications and correspondence.
- Draft, edit, proofread, and distribute executive communications, reports, presentations, and meeting materials.
- Prepare daily and weekly executive briefing documents highlighting priorities, deadlines, risks, and action items.
- Coordinate follow-up activities with leadership teams, vendors, clients, and business partners.
- Serve as a gatekeeper by filtering requests and ensuring executive attention is focused on high-priority matters.
- Conduct research and prepare executive-ready summaries, recommendations, and reports.
- Maintain complete confidentiality when handling sensitive business and personal information.
Personal Assistance
- Coordinate personal appointments, travel arrangements, reservations, and scheduling.
- Manage personal administrative projects and special requests.
- Assist with household, vendor, and personal service coordination as needed.
- Handle time-sensitive personal matters with discretion and professionalism.
Operational & Business Support
- Assist with budget tracking, expense reporting, purchase orders, and administrative financial reporting.
- Coordinate meetings, events, leadership gatherings, company celebrations, and employee engagement activities.
- Generate, maintain, and distribute reports, dashboards, organization charts, and other business documentation.
- Coordinate procurement activities and vendor relationships.
- Assist with monthly reporting and administrative processes as needed.
Document Quality Control & Process Management
- Manage high-volume document review and quality control processes.
- Ensure all materials comply with company formatting, branding, and quality standards.
- Review documents for accuracy, completeness, grammar, compliance, and presentation quality.
- Maintain document templates, style guides, and quality assurance checklists.
- Track document quality metrics and implement continuous improvement initiatives.
- Recommend and implement workflow enhancements and automation opportunities.
Technology & AI-Driven Productivity
- Leverage Microsoft Copilot, AI tools, and workflow automation solutions to improve efficiency and productivity.
- Utilize AI to conduct research, summarize information, prepare drafts, and create executive reports.
- Identify opportunities for automation and process improvements.
- Ensure all AI usage complies with company data security, privacy, and ethical standards.
- Assist in implementing digital tools that enhance organizational effectiveness.
Qualifications
Education
- Bachelor's Degree in Business Administration, Operations Management, Communications, or a related field preferred.
- Equivalent professional experience may be considered in lieu of a degree.
Experience
- Minimum 4+ years supporting C-level executives (CEO, COO, CFO, President, or equivalent).
- Experience managing executive calendars, communications, and competing priorities in a fast-paced environment.
- Experience handling confidential information with discretion and professionalism.
- Experience in construction, finance, real estate, professional services, or related industries preferred.
- Experience with process improvement, workflow optimization, or project coordination preferred.
Required Skills & Competencies
- Exceptional organizational and time management skills.
- Outstanding written, verbal, and interpersonal communication abilities.
- Strong attention to detail and commitment to accuracy.
- Excellent judgment, problem-solving, and decision-making capabilities.
- Ability to prioritize multiple projects and deadlines simultaneously.
- Self-directed with the ability to operate independently.
- Professional demeanor with strong executive presence.
- Highly analytical with strong critical-thinking skills.
- Proven ability to develop positive working relationships across all levels of the organization.
- Ability to adapt quickly in a fast-paced, high-growth environment.
Definition of Success
Success in this role means:
- The CEO experiences fewer interruptions and increased focus on strategic priorities.
- Executive and personal commitments are proactively managed without missed deadlines.
- Communication is organized, timely, and professional.
- Business operations and administrative processes run efficiently.
- Risks, issues, and bottlenecks are identified and addressed before escalation.
- Documents and communications consistently meet high standards of quality and accuracy.
- Process improvements and technology solutions drive measurable efficiency gains.
- Working closely with team of admins to be sure all deadlines are met and minimize follow ups needed from CEO (primarily on weekends).
First 90 Days Expectations
Within the first 90 days, the Executive Personal Assistant is expected to:
- Develop a comprehensive understanding of executive priorities and company operations.
- Successfully manage the CEO's calendar, inbox, and daily workflow with minimal oversight.
- Produce concise executive briefing reports and meeting preparation materials.
- Build effective relationships with internal and external stakeholders.
- Implement organizational improvements that increase efficiency and reduce administrative burden.
- Demonstrate sound judgment, discretion, and proactive problem-solving in day-to-day responsibilities.
Technical Skills
Proficiency in:
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, OneDrive)
- Microsoft Copilot and AI productivity tools
- Monday.com
- Adobe Acrobat and DocuSign
- Canva
- Virtual meeting platforms (Microsoft Teams, Zoom)
- Workflow automation and reporting tools
Compensation & Benefits
Job Type: Full-Time, Exempt
Salary Range: $100,000 - $130,000 annually, depending on experience
Benefits
- Health Insurance
- Dental Insurance
- Vision Insurance
- Paid Time Off
- Paid Holidays
Schedule & Work Environment
- Expected work schedule: 45-50 hours per week
- Occasional evening and weekend availability required
- Saturday morning virtual meetings and follow-up activities as needed
- Hybrid position based in Lutz, Florida
Additional Requirements
- Successful completion of a background check is required.
- Ability to maintain strict confidentiality.
- Reliable transportation and ability to commute to Lutz, FL.
Assessment Requirement
Please note that candidates selected for interviews may be required to complete an assessment evaluating communication, organizational, problem-solving, technology, and executive support capabilities.
Pay: $100,000.00 - $130,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- Are you available to work a hybrid schedule of Thursday-Monday? (Sat-Sun will be remote)
- What is your current zipcode?
Work Location: In person
