Executive & Personal Assistant to Ownership & Leadership Team

Position Overview

We are seeking a highly organized, proactive, and resourceful Executive & Personal Assistant to support company ownership and the leadership team in both professional and personal capacities. This is far more than a traditional administrative role. The ideal candidate will serve as a trusted right hand to leadership, helping manage business operations, executive schedules, personal responsibilities, special projects, travel arrangements, and day-to-day organizational needs.

This position requires someone who thrives in a fast-paced environment, anticipates needs before they arise, maintains strict confidentiality, and is comfortable handling everything from coordinating executive meetings and managing company communications to personal errands, wardrobe coordination, appointments, travel logistics, and household-related tasks.

The successful candidate will play a critical role in helping ownership and leadership remain focused on high-value priorities by ensuring both business and personal matters are handled efficiently and professionally.

Key Responsibilities Executive & Business Support

• Manage complex calendars, appointments, meetings, and scheduling for ownership and leadership team members.
• Coordinate internal and external communications, including emails, phone calls, correspondence, and meeting follow-up.
• Prepare, proofread, organize, and distribute reports, presentations, proposals, and company documents.
• Assist with project coordination across multiple business departments and initiatives.
• Organize company events, leadership meetings, customer visits, and team functions.
• Maintain confidential files, records, contracts, and business documentation.
• Coordinate travel arrangements including flights, hotels, transportation, dining reservations, and detailed itineraries.
• Assist with bookkeeping functions, expense tracking, invoicing, and QuickBooks data entry.
• Support office management functions including vendor coordination, office supplies, and administrative processes.

Personal Assistant Support

• Manage personal calendars, appointments, and scheduling for company ownership.
• Coordinate personal travel, family travel, and special event planning.
• Assist with personal errands, shopping, gift purchasing, and special requests.
• Coordinate dry cleaning, clothing alterations, wardrobe organization, and personal shopping appointments.
• Manage reservations for restaurants, entertainment, and personal events.
• Assist with household vendor scheduling and personal service coordination.
• Handle confidential personal matters with discretion and professionalism.
• Support work-life organization initiatives that help leadership maximize productivity and efficiency.

Communication & Customer Service

• Answer and direct calls using multi-line phone systems with professionalism and exceptional phone etiquette.
• Welcome visitors and represent the company in a professional manner.
• Serve as a key point of contact for internal staff, customers, vendors, and business partners.
• Maintain strong relationships while ensuring timely follow-up and communication.

Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, Office Manager, or similar administrative role.
• Exceptional organizational skills and ability to manage multiple priorities simultaneously.
• Strong proficiency with Microsoft Office Suite, Google Workspace, and business software platforms.
• Experience with QuickBooks or bookkeeping software preferred.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain confidentiality.
• Professional appearance and demeanor.
• Ability to anticipate needs, solve problems independently, and take initiative without constant direction.
• Bilingual abilities are a plus.
• Experience supporting business owners, executives, entrepreneurs, or leadership teams is highly preferred.

Preferred Traits

• Highly dependable and trustworthy.
• Strong sense of urgency and ownership.
• Positive attitude and service-oriented mindset.
• Adaptable and comfortable wearing multiple hats.
• Resourceful problem solver who can think several steps ahead.
• Passion for organization, efficiency, and helping others succeed.

Why Join Us?

This role offers the opportunity to become a trusted partner to company ownership and leadership while making a meaningful impact across both business and personal operations. If you enjoy creating order from chaos, solving problems, and helping executives perform at their highest level, we'd love to meet you.

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Life insurance
• Vision insurance

Work Location: On the road