Executive Assistant to CEO & Event Coordinator
Location: New Smyrna Beach, Florida
Position: Full-Time | In-Office with Frequent Travel
We are seeking an exceptional Executive Assistant to the CEO & Event Coordinator to work directly with our CEO from our New Smyrna Beach office.
This is not a traditional administrative assistant position. We are looking for a highly organized, polished, resourceful professional who thrives in a fast-moving environment and can confidently manage changing priorities, executive-level responsibilities, business travel, meetings, projects, and company events.
Our CEO maintains a demanding and frequently changing schedule. The right person will be comfortable adjusting plans on short notice, anticipating needs, solving problems independently, and traveling with the CEO as business needs require.
This position requires significant flexibility and the ability and willingness to travel to various destinations, potentially on short notice. Travel may include overnight and multi-day trips.
This role requires a high degree of professionalism, discretion, flexibility, sound judgment, and attention to detail.
What You'll DoExecutive Support
- Manage and maintain the CEO's calendar, appointments, meetings, commitments, and scheduling priorities.
- Coordinate meetings and ensure the CEO is prepared with necessary information, documents, agendas, and materials.
- Manage and assist with executive correspondence and communications.
- Attend meetings as requested, take accurate and organized meeting minutes, document action items, and coordinate follow-up.
- Track commitments, deadlines, and action items resulting from meetings and executive discussions.
- Assist the CEO with special projects, research, presentations, reports, and other assignments.
- Conduct online and business research and organize findings into clear, useful information.
- Anticipate scheduling conflicts, logistical issues, and upcoming needs whenever possible.
- Handle confidential and sensitive business information with appropriate discretion.
Travel & Logistics
- Coordinate business-related travel for the CEO and Executive Assistant, including transportation, lodging, itineraries, reservations, meetings, and related logistics.
- Travel with the CEO as business needs require.
- Maintain the flexibility to adjust travel arrangements, meetings, and schedules when plans change, including changes that may occur on short notice.
- Manage itineraries and logistics while traveling to keep the CEO's schedule organized and efficient.
- Coordinate multiple moving parts while maintaining accuracy, professionalism, and discretion.
Frequent travel is an essential function of this position. Travel destinations will vary based on business needs and may require air travel, overnight stays, multi-day trips, early mornings, evenings, weekends, and changes to previously scheduled plans.
Events & Business Development Support
- Plan, coordinate, and execute company social, networking, client, and educational events.
- Coordinate venues, vendors, invitations, registrations, catering, materials, schedules, speakers, and event logistics.
- Communicate professionally with clients, real estate professionals, lenders, attorneys, vendors, business partners, and other stakeholders.
- Attend company events and assist with on-site execution from setup through completion.
- Track event details, deadlines, budgets, RSVPs, and follow-up activities.
- Help ensure company events reflect a high standard of professionalism, hospitality, organization, and service.
What We're Looking For
The ideal candidate is highly organized, articulate, poised, technologically capable, and comfortable working directly with senior leadership.
You should be someone who can walk into a professional meeting and represent the organization appropriately, then immediately pivot to solving a travel issue, researching a business question, reorganizing an executive calendar, or coordinating the details of an upcoming event.
Successful candidates should demonstrate:
- Exceptional organizational and time-management skills.
- Excellent written and verbal communication skills.
- Professional demeanor and presentation appropriate for an executive-facing and client-facing position.
- Strong interpersonal skills and the ability to communicate confidently and professionally with individuals at all levels.
- Excellent computer and technology skills, with the ability to learn new platforms quickly.
- Strong research and analytical abilities.
- Excellent attention to detail and follow-through.
- Sound judgment and problem-solving ability.
- Ability to prioritize multiple assignments in a fast-paced environment.
- Ability to work independently and take appropriate initiative.
- Ability to anticipate needs rather than waiting for every task to be assigned.
- Ability to remain composed and professional when priorities or schedules change unexpectedly.
- High degree of discretion when handling confidential business matters.
- Reliable attendance and punctuality.
- Ability and willingness to travel frequently as required by the position.
- Flexibility to accommodate changing business schedules, including travel, early mornings, evenings, weekends, overnight stays, and company events as business needs require.
Education & Experience
A combination of education and relevant professional experience that demonstrates the knowledge, communication skills, judgment, and organizational ability necessary to perform the position successfully is required.
Previous experience supporting an executive, business owner, senior leader, or similarly demanding professional is strongly preferred.
Experience with event planning, project coordination, executive travel, calendar management, professional correspondence, or business administration is highly desirable.
This Role May Be a Great Fit If You...
You are the person who naturally thinks three steps ahead.
You notice details other people miss. You keep track of commitments and make sure things get finished. You know when to ask a question and when to take initiative.
When a schedule changes unexpectedly, you don't become overwhelmed. You assess the situation, reorganize, communicate, and keep things moving.
You are comfortable working in an environment where tomorrow's schedule may look different from today's plan. You understand that supporting a busy CEO requires flexibility, discretion, excellent judgment, and the ability to adapt quickly while maintaining a high professional standard.
You take pride in being dependable, prepared, resourceful, and making the people and organization around you more effective.
Work Location & Travel
This position is based in the New Smyrna Beach, Florida office and requires regular in-person attendance.
Frequent travel is required. Travel destinations and duration will vary according to business needs and the CEO's schedule. Candidates must have the flexibility and ability to travel as required, including overnight and multi-day travel.
Equal Employment Opportunity
We are an equal opportunity employer. Employment decisions are made based on qualifications, merit, business needs, and the requirements of the position without unlawful discrimination based on race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, marital status, or any other status protected by applicable federal, state, or local law.
Reasonable accommodations will be provided to qualified applicants and employees with disabilities as required by applicable law.
Pay: $40,000.00 - $50,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Executive administrative support: 1 year (Required)
- executive calendar management: 1 year (Required)
- Event planning and execution: 1 year (Required)
- Travel planning: 1 year (Required)
Willingness to travel:
Work Location: In person
