Executive Assistant, Personal Assistant

This is a fully remote position, open to applicants in Florida, +10 more states.

📋 Description

• Provide daily administrative assistance to company leadership, including managing calendars, scheduling, coordinating meetings, arranging travel, sending reminders, following up, and handling general correspondence.

• Monitor critical dates, deadlines, action items, and pending requests.

• Prepare for meetings and business engagements by organizing logistics, collecting information, arranging materials, and following up on subsequent actions.

• Manage confidential and sensitive information with care.

• Offer personal administrative support, which includes scheduling appointments, making reservations, coordinating personal travel or logistics, conducting research, assisting with purchases and orders, and addressing various requests.

• Prepare, submit, organize, and track invoices, expense reimbursements, receipts, and accompanying documentation.

• Maintain records for invoices, payments, expenses, and other administrative tasks.

• Collaborate with accounting, vendors, customers, and other business partners.

• Assist in recordkeeping, document organization, and financial administrative tasks.

• Draft and publish straightforward company updates on LinkedIn and other company platforms using templates and AI tools like ChatGPT.

• Support posts related to company events, employee achievements, hiring announcements, and other corporate activities.

• Coordinate photos, details, and approvals to ensure timely and accurate company updates.

• Aid in vendor coordination, purchases and orders, document management, trackers, shared files, event logistics, research, and special requests.

• Help maintain company standard operating procedures, templates, records, and administrative resources.

• Manage routine requests and follow-ups, proactively tracking open items and ensuring task completion.

• Learn new systems and address administrative needs from initiation to resolution.

⛳️ Requirements

• 2–3 years of experience in roles such as Executive Assistant, Personal Assistant, Administrative Assistant, Office Coordinator, or a similar administrative support position.

• Proven experience in managing calendars, meetings, travel arrangements, follow-ups, and competing priorities.

• Familiarity with routine financial administration tasks including invoices, expenses, receipts, payment tracking, or vendor coordination.

• Experience in handling confidential or sensitive information with discretion.

• Demonstrated ability to work independently and maintain organization in a remote work setting.

• Exceptional organizational skills and attention to detail.

• Strong follow-through capability and ability to manage multiple open items simultaneously.

• Excellent written and verbal communication skills.

• Professionalism, discretion, and sound judgment are essential.

• Ability to anticipate needs and identify next steps without always requiring detailed instructions.

• Resourceful with a comfort level in independently researching solutions.

• Ability to adapt quickly to changing priorities or schedules.

• Comfortable learning and utilizing new technology and business systems.

• Proficient in using AI tools like ChatGPT for routine administrative and communication tasks.

• An associate’s or bachelor’s degree is preferred, or an equivalent combination of education and professional experience.

• Availability for meetings and collaboration from 9 AM to 5 PM ET.

• Team members should actively engage via Slack, Teams, email, Monday.com, and other collaboration tools during standard business hours.

🏝️ Benefits

• Comprehensive healthcare benefits.

• Generous Paid Time Off (PTO).

• Collaborative and supportive team culture focused on growth and continuous learning.

• Opportunities to expand your skills and take on new responsibilities as the company grows.

• Meaningful work that supports mission-driven programs with real-world impact.