executive support specialist

PINELLAS COUNTY HOUSING AUTHORITY

<div>THE OPPORTUNITY
Are you someone who thrives in fast-moving environments, loves variety in your workday, and believes meaningful work happens when mission meets momentum?
The Executive Support Specialist plays a critical role at the heart of the Pinellas County Housing Authority (PCHA). This is not a checklist-based role, and no two days look the same. One day you may be supporting executive leadership with high-level coordination; the next, you might be helping shape a presentation, gathering content for social media, or refining a project through multiple iterations until it reaches its full potential.
This role is ideal for someone who is self-directed, adaptable, creative, and highly organized, with the ability to pivot quickly, prioritize what matters most, and confidently move between administrative precision and creative problem-solving. You will be trusted with autonomy, encouraged to bring ideas forward, and expected to grow alongside the organization.
SUMMARY:
This is highly responsible, professional administrative and creative support work providing comprehensive assistance to the Executive Team. The Executive Support Specialist exercises independent judgment and initiative in alignment with PCHA&rsquo;s mission, values, policies, and strategic priorities.
Direction is provided through general guidance rather than step-by-step instruction. Success in this role requires the ability to infer needs, accept and apply feedback, and refine work through multiple revisions in collaboration with leadership. The position supports both executive operations and organizational communications, contributing directly to PCHA&rsquo;s effectiveness, culture, and public presence.
ESSENTIAL DUTIES:<div>
The statements contained below reflect general details necessary to describe the principal functions of the job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise balance the workload.</div>
An essential function is a duty or responsibility that is critical or a unique component of the job and is required to be performed with or without reasonable accommodation.
Executive Support<ul><li>
Schedule, coordinate, and prioritize appointments, meetings, and travel for Executive Team members and Board leadership.</li><li>
Draft, edit, proofread, and refine correspondence, reports, presentations, flyers, and other materials on behalf of executives.</li><li>
Serve as a liaison between executives, staff, Board members, and external partners, ensuring clear communication and timely follow-up.</li><li>
Track leadership meeting action items and prepare reminders, updates, and summaries.</li><li>
Handle sensitive and confidential information with professionalism and discretion.</li></ul>
Meeting &amp; Event Coordination<ul><li>
Prepare agendas, compile materials, and document key outcomes for leadership and Board meetings.</li><li>
Assist with the planning and execution of all-staff events, trainings, retreats, and special initiatives, including logistics, invitations, and on-site support.</li><li>
Coordinate travel arrangements, including flights, lodging, and transportation.</li><li>
Support strategic projects that may require shifting priorities, quick turnarounds, and collaboration across departments.</li></ul>
Communication &amp; Information Management<ul><li>
Gather, organize, and help create content for social media, newsletters, presentations, website updates, and internal communications.</li><li>
Design graphics, flyers, and visual materials using Canva, ensuring consistency with PCHA&rsquo;s brand and voice.</li><li>
Draft and schedule social media posts and newsletters in coordination with the Communications &amp; Outreach Manager.</li><li>
Maintain and update content across platforms including the website, SharePoint, lobby presentations, and marketing materials.</li><li>
Capture and curate content (photos, highlights, key moments) from meetings, events, and initiatives.</li></ul>
Administrative &amp; Project Support<ul><li>
Utilize Microsoft 365, SharePoint, Canva, AI tools, and other technology to improve efficiency and workflow.</li><li>
Assist in identifying, testing, and implementing AI tools and new platforms that enhance executive support and communications.</li><li>
Coordinate task delegation, monitor progress, and follow up to ensure projects move forward.</li><li>
Perform additional duties as assigned in support of PCHA&rsquo;s mission, values, and leadership team.</li></ul>
QUALIFICATIONS:
MINIMUM REQUIREMENTS<ul><li>
Bachelor&rsquo;s Degree, from an accredited college or university with major course work in Business Administration or a related field; and</li><li>
Two (2) years of experience in administrative support and/or office management, or</li><li>
A combination of experience and training/education that would likely provide the required knowledge and abilities to qualify.</li><li>
Computer proficiency in MS Windows operating system and MS Office software including Word, Excel, Outlook, and PowerPoint; experience using Canva, SharePoint, AI and other related software.
</li><li>Florida Class &ldquo;E&rdquo; driver&rsquo;s license and be insurable by PCHAs liability and fleet insurance carrier.</li></ul>
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of:<ul><li>
Administrative and executive office practices.</li><li>
Business English, grammar, spelling, and professional writing standards.</li><li>
Modern office technology, digital tools, and content platforms.</li><li>
Public or subsidized housing principles (preferred, not required).</li></ul>
Ability to:<ul><li>
Thrive in a fast-paced, evolving environment with shifting priorities.</li><li>
Pivot quickly and determine what is most important when multiple requests compete for attention.</li><li>
Work independently while collaborating closely with leadership.</li><li>
Accept feedback and refine work through multiple revisions to achieve the best outcome.</li><li>
Balance creativity with organization and attention to detail.</li><li>
Communicate clearly, confidently, and professionally in both written and verbal formats.</li><li>
Build strong working relationships across departments and with external partners.</li></ul>
PHYSICAL DEMANDS AND WORKING CONDITIONS:<ul><li>
Office-based environment with occasional travel.</li><li>
Standard work schedule is Monday&ndash;Friday; occasional evenings or weekends may be required.</li><li>
Ability to sit for extended periods, operate a computer, and communicate in person and by phone.</li><li>
Ability to drive as required for work-related activities.</li></ul>
ADA STATEMENT
In compliance with the Americans with Disabilities Act, the Pinellas County Housing Authority will make reasonable accommodations to the known disability of a qualified applicant or employee to enable people with disabilities to enjoy equal employment opportunities, if it would not impose an undue hardship on the operation of the employer&rsquo;s business.
ETHICS
As a governmentally funded agency, PCHA is committed to maintaining the highest ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, accountability, professionalism and honesty, to merit the respect of co-workers, clients, partners, vendors and the general public. Applicants selected for employment are also expected to serve the public with dedication, concern, courtesy and responsiveness.
DISCLAIMER
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.
This position specification is not an employment agreement or contract. Management has the exclusive right to alter this position specification at any time, without notice.
PCHA is an Equal Opportunity Employer.</div>

Executive Support Specialist

Girls Inc. of Orange County

<div>
 
 
 Girls Incorporated of Orange County is a private, non-profit agency serving girls ages kindergarten through college.&nbsp;&nbsp;We are an affiliate of the Girls Incorporated national organization, the nation&rsquo;s leading voice for girls.&nbsp;&nbsp;Our programs for girls give equal concern for careers and life planning, health education, leadership and community action, self-reliance and life skills, culture and heritage, academic achievement, participation in sports, and excellence in math, science, and technology.&nbsp;Our programs have proven to be effective in inspiring girls to become Strong, Smart and Bold.
 
 
 
 
 
 
 POSITION INFORMATION
 
 
 
 Position Title: &nbsp;Executive Assistant
 
 
 
 
 
 
 
 
 Supervisors:
 
 
 
 
 Chief Executive Officer
 
 
 
 
 
 
 
 Full or Part-time:
 
 
 
 
 Full-time Non-Exempt
 
 
 
 
 
 
 
 
 &nbsp;Purpose of Position:
 
 
 
 
 The Executive Assistant will provide high-level executive support to the CEO, Executive Managers and Board of Directors; including comprehensive support for general office operations. &nbsp;&nbsp;
 
 
 
 
 
 
 
 &nbsp;PRIMARY RESPONSIBILITIES
 
 
 
 
 
 
 
 
 
 Scope of Work:
 
 
 
 
 
 The Executive Assistant will be successful, when the following outcomes have been achieved:
 
 
 
 
 
 
 
 Support to the CEO
 
 
 <ul>
 <li>
 
 Provides support to CEO and performs project-based duties for Executive Management Team
 
 </li>
 <li>
 
 Manages CEO&rsquo;s calendar and contacts, schedules meetings with donors, community partners, conference and event registrations, and flight and hotel reservations
 
 </li>
 <li>
 
 Plan and execute all board, executive committee meetings and annual board retreat, including logistics, print materials and catering
 
 </li>
 <li>
 
 Responsible for updating board documents; rosters, years of service, bios, applications, etc.
 
 </li>
 <li>
 
 Tracks CEO&rsquo;s expenditures and submits PO&rsquo;s and Check Requests
 
 </li>
 <li>
 
 Coordinates the activities of and provides professional service to the Board of Directors and agency committees&nbsp;
 
 </li>
 <li>
 
 Prepare PowerPoint presentations for meetings and annual Board Retreats
 
 </li>
 <li>
 
 Provides information and communicates effectively with staff and Board of Directors in a timely and professional manner
 
 </li>
 <li>
 
 Assemble packets for Board and Executive Committee Meetings and distribute electronically
 
 </li>
 <li>
 
 Liaison to Board members, Legacy Council, and committees
 
 </li>
 <li>
 
 Communication with Girls Inc. HQ on behalf of CEO
 
 </li>
 <li>
 
 Pre- and post- event support to Fund Development and Programs Department
 
 </li>
 <li>
 
 Performs other duties assigned by the CEO
 
 </li>
 <li>
 
 Other duties as assigned: Perform a variety of skilled administrative and clerical duties including: maintaining and creating files, mailings, preparing reports, correspondence, and mail
 
 </li>
 <li>
 
 Answer and route incoming telephone calls to appropriate department
 
 </li>
 <li>
 
 Assist Operations department with meeting preparation and special events
 
 </li>
 <li>
 
 Assist with daily office operations; managing conference rooms, building maintenance and office supply inventory
 
 </li>
 <li>
 
 Places special orders for business cards, letterhead, staff name tags, etc.
 
 </li>
 <li>
 
 Serves as front office reception; receiving packages, greeting visitors and screening guests.
 
 </li>
 <li>
 
 Supports with donor database management by creating reports, letter templates and processing general updates to specified groups
 
 </li>
 <li>
 
 Collaborates and serves as back up support to Development Specialist
 
 </li>
 <li>
 
 Check daily mail, receive donations and enter into database
 
 </li>
 <li>
 
 Perform other duties as assigned by the Operations Manager
 
 </li>
 </ul>
 
 
 
 
 QUALIFICATIONS
 
 
 
 
 
 <ul>
 <li>
 
 Minimum three years of relevant experience at a nonprofit organization or professional office environment which would have included performance of duties at a responsible and confidential level with minimal supervision
 
 </li>
 <li>
 
 Excellent communication and financial skills, with proficiency in Office 365, Google Suite, Canvas and virtual meeting applications
 
 </li>
 <li>
 
 Experience &nbsp;managing client database applications, excellent writing and editing skills, including the ability to prepare and proofread clear, concise and grammatically correct business correspondence, performing accurate and efficient typing and data entry
 
 </li>
 <li>
 
 Knowledge of web-based programs including Bloomerang
 
 </li>
 <li>
 
 Strong critical thinking and interpersonal skills
 
 </li>
 <li>
 
 Strong organizational skills and the ability to pay attention to detail while managing multiple projects
 
 </li>
 <li>
 
 Must have a collaborative, team-oriented work style with the ability to work independently
 
 </li>
 <li>
 
 A commitment to high professional ethical standards in a diverse workplace
 
 </li>
 <li>
 
 Must clear background and drug check and have reliable transportation
 
 </li>
 <li>
 
 Provide updated T.B. test
 
 </li>
 </ul>
 
 
 
 
 
 
 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
 
 
 
 
 
 <ul>
 <li>
 
 Must be able to stand, walk, reach with hands and arms, stoop, talk and hear
 
 </li>
 <li>
 
 Employee is required to sit, sometimes for a few hours at a time
 
 </li>
 <li>
 
 Must be able to lift and/or move 25 lbs.
 
 </li>
 <li>
 
 Must be able to work occasional evenings/weekends
 
 
 </li>
 </ul>
 
 
 
 
 Compensation and Benefits
 
 
 <ul>
 <li>
 
 Salary range: $30-$32 per hour
 
 </li>
 <li>
 
 Medical Insurance (after 60 days) ,
 
 </li>
 <li>
 
 Dental and Vision Plans (after 60 days) covered by employer
 
 </li>
 <li>
 
 403b Plan
 
 </li>
 <li>
 
 12 Paid holidays, paid sick days, and vacation
 
 </li>
 </ul>
 
 
 
 
 
 
 
 
 
 Please send resumes and cover letters to
 
 
 humanresources@girlsinc-oc.org
 
 
 . No phone calls, please.
 
 
 
 
 &nbsp;For more information on Girls Incorporated of Orange County, please visit our website at:
 
 
 www.girlsinc-oc.org
 
 
 .
 
 
 
 
 Girls Incorporated is an equal opportunity employer.
 
 
 
 
</div>

Executive Assistant

MERRITT WOODWORK

<div><div>Job Title: Senior Executive Assistant</div>
<div>Location: On-Site Northeast Ohio, Mentor</div>
<div>Employment Type: Full-time, Exempt</div>
<div>Salary Range (based on 2026 Northeast Ohio data): $70,000&ndash;$80,000</div>
<div></div><div>Job Summary: We are seeking an exceptional, proactive and discreet Sr. Executive Assistant to provide comprehensive, high-level support to our senior executive leadership team. This position complements our primary executive support structure, offering additional bandwidth for strategic initiatives, complex scheduling, project coordination, and day-to-day operations. You will act as a trusted partner, anticipating needs, maintaining confidentiality, and enabling the executive to focus on leadership, growth, and key stakeholder relationships. Ideal for a seasoned professional who thrives in a collaborative executive support team environment.</div>
<div></div><div>Key Responsibilities</div>
<ul><li>Serve as a key liaison for communications: monitor, prioritize, and draft responses to emails/calls; prepare/edit professional correspondence, presentations, reports, and confidential documents on the Executive&rsquo;s behalf.</li>
<li>Provide proactive support: anticipate needs, resolve issues independently, flag risks, and collaborate closely with the primary EA for seamless handoffs.</li>
<li>Manage and prioritize segments of the Executive&rsquo;s demanding calendar, including strategic meetings, community engagements, and travel; coordinate with the primary EA to ensure full coverage and conflict-free scheduling.</li>
<li>Handle complex travel logistics (domestic focus, occasional international), including detailed itineraries, bookings, real-time adjustments, and preparation of briefing materials.</li>
<li>Support executive projects and initiatives: track action items, coordinate cross-functional teams, conduct research, compile data/insights, and drive follow-through to keep priorities advancing.</li>
<li>Prepare materials for meetings, take notes, distribute minutes, and ensure timely execution.</li>
<li>Manage expense reporting, reimbursements, and related activities.</li>
<li>Build and maintain relationships with senior leaders, external partners, and professional networks.</li>
<li>Handle sensitive/confidential information with utmost discretion, including business strategy, financials, and personal matters as needed.</li>
<li>Offer flexible coverage for urgent matters, occasional after-hours support, or overflow during peak periods.</li>
</ul><div>Qualifications &amp; Requirements</div>
<ul><li>7&ndash;10+ years of progressive experience as an Executive Assistant or Senior EA, ideally supporting an Executive or C-suite leader in a mid-sized company ($50M&ndash;$150M revenue) or similar dynamic setting.</li>
<li>Bachelor's degree preferred; equivalent experience considered.</li>
<li>Superior organizational, multitasking, and time-management skills; ability to handle ambiguity and shifting priorities.</li>
<li>Excellent written/verbal communication; polished, professional, and diplomatic.</li>
<li>Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), virtual tools (Teams/Zoom), and calendar systems; adaptable to new tech.</li>
<li>High emotional intelligence, sound judgment, and absolute discretion with confidential information.</li>
<li>Proactive, resourceful, and team-oriented; comfortable working independently or collaboratively.</li>
<li>Flexibility for occasional non-standard hours or travel to support the Executive's schedule, which may include domestic US and/or international.</li>
</ul><div>What We Offer</div>
<ul><li>Competitive salary with performance bonus potential.</li>
<li>Excellent benefits package (health, dental, vision, 401(k) match, PTO).</li>
<li>High-visibility role working directly with the Executive in a growing regional company.</li>
<li>Opportunities for professional growth and exposure to strategic leadership.</li>
<li>Supportive and collaborative environment.</li></ul></div>

Sr. Executive Assistant

Index infotech

<div><div><div><div><ul><div>Date Opened
<div>04/04/2026
</div></div><div>Job Type
<div>Full time
</div></div><div>Industry
<div>Administration
</div></div><div>Work Experience
<div>4-5 years
</div></div><div>City
<div>Dubai
</div></div><div>State/Province
<div>Dubayy (Dubai)
</div></div><div>Country
<div>United Arab Emirates
</div></div><div>Zip/Postal Code
<div>88878
</div></div></ul></div><div><h3 class="jobSectionHeader">About Us</h3>
<div><div>Index InfoTech is a leading business transformation consulting company. We serve SME and enterprise clients, driving their digital transformation strategy by encompassing business process re-engineering, digital design and architecture, deployment and maintenance of business critical solutions and services.</div><div></div><div> 
Headquartered in Dubai and offices in India, North America and the Middle-East and customers in all inhabited continents, Index is on the lookout to augment their awesome #IndexFam to continue delivering world-class enterprise solutions.</div><div></div><div> 
Apply Now!</div> 
<div></div>
</div><h3 class="jobSectionHeader">Job Description</h3>
<div><div>Role Summary:
 
</div><div>We are looking for a seasoned and highly professional Executive Secretary to the CEO, who will serve as a trusted partner in enabling executive effectiveness. The incumbent will primarily support the CEO (70% focus) while also providing high-level executive assistance to the Executive Committee (G5) and overseeing administrative operations for the Dubai office. This role requires strong coordination skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.</div><div></div><div> 
Key Responsibilities:
 
</div><div>Executive Secretary to CEO (Primary Responsibility &ndash; 70%):
 
</div><ul><li>Provide comprehensive executive support, ensuring seamless management of the CEO&rsquo;s calendar, priorities, and engagements
</li><li>Strategically manage complex scheduling, including internal leadership meetings, external stakeholder interactions, and travel planning
</li><li>Prepare high-quality reports, presentations, briefing notes, and correspondence on behalf of the CEO
</li><li>Act as a key liaison between the CEO and internal/external stakeholders, ensuring effective communication and follow-through
</li><li>Track strategic priorities, action items, and deliverables, ensuring timely closure
</li><li>Maintain strict confidentiality and handle sensitive information with utmost professionalism 
</li></ul><div></div> 
<div>Executive Assistant &ndash; Executive Committee (G5):
 
</div><ul><li>Provide structured administrative and coordination support to members of the Executive Committee
</li><li>Facilitate leadership meetings by managing logistics, preparing agendas, and documenting minutes
</li><li>Support in the preparation of business presentations, dashboards, and reports
</li><li>Ensure alignment and follow-ups across functions on key initiatives and decisions 
</li></ul><div></div> 
<div>Dubai Office Administration:
 
</div><ul><li>Oversee and manage day-to-day administrative operations of the Dubai office
</li><li>Coordinate with external vendors, facility management teams, and service providers
</li><li>Ensure smooth functioning of office infrastructure, supplies, and administrative processes
</li><li>Support onboarding and administrative requirements for employees based in Dubai
</li><li>Ensure adherence to local compliance and administrative standards</li></ul><h3 class="jobSectionHeader"> 
Requirements</h3><div>
Key Competencies:
 
</div><ul><li>Strong executive presence with excellent interpersonal and communication skills
</li><li>Exceptional planning, prioritization, and time management abilities
</li><li>High level of integrity, discretion, and confidentiality
</li><li>Detail-oriented with strong execution and follow-through capabilities
</li><li>Ability to manage multiple stakeholders and work under tight timelines
</li><li>Advanced proficiency in MS Office and presentation tools 
</li></ul><div></div> 
<div>Qualifications &amp; Experience:
 
</div><ul><li>Bachelor&rsquo;s degree in business administration or a related discipline
</li><li>8+ years of experience in executive support roles, preferably supporting CXO-level leadership
</li><li>Prior exposure to multinational or cross-cultural environments will be an advantage 
</li></ul><div></div> 
<div>Personal Attributes:
 
</div><ul><li>Highly proactive and solution-oriented
</li><li>Professional, composed, and adaptable
</li><li>Strong ownership mindset with a high degree of accountability</li></ul> 

CANDIDTAES WITH SPONSERED VISA (SPOUSE/FATHER) WILL BE PREFERED</div></div></div></div></div>

Executive Secretary

The Brokerage A Real Estate Company

Bookkeeper &amp; Executive AssistantThe Brokerage A Real Estate Company | Coral Gables, FloridaCompany OverviewAt The Brokerage A Real Estate Company, we deliver a white-glove real estate experience defined by sophistication, precision, and exceptional service. Rooted in Coral Gables, our firm blends market expertise with elevated client care, innovative systems, and a culture of excellence.We are committed to supporting both our clients and our agents with seamless operations, refined processes, and the highest standards of professionalism.Position OverviewWe are seeking a highly organized, detail-oriented Bookkeeper &amp; Executive Assistant to support the financial and operational backbone of our brokerage. This dual-role position requires discretion, efficiency, and a proactive mindset.You will play a critical role in maintaining financial integrity, processing commissions, and supporting executive leadership in daily operations, ensuring our firm continues to operate at a luxury, white-glove standard.Key ResponsibilitiesFinancial &amp; Bookkeeping Duties<ul><li>Maintain accurate, up-to-date financial records using accounting platforms such as QuickBooks.</li><li>Manage accounts payable and accounts receivable with precision and timeliness</li><li>Perform bank reconciliations, general ledger management, and balance sheet reconciliations</li><li>Prepare and record journal entries in accordance with GAAP standards</li><li>Assist with financial reporting, budgeting, and account analysis</li><li>Support tax preparation and compliance requirements</li><li>Ensure all financial records meet regulatory and brokerage compliance standards</li></ul>Commission &amp; Real Estate Accounting<ul><li>Process and track realtor commissions from contract to disbursement</li><li>Maintain accurate commission records, disbursement authorizations, and transaction files</li><li>Ensure all data related to closings, commissions, and agent payments is complete, organized, and compliant</li><li>Coordinate with title companies, agents, and the compliance department to confirm accuracy of financial details</li><li>Monitor incoming and outgoing wires and maintain proper documentation</li></ul>Executive Assistant Duties<ul><li>Provide direct administrative support to executive leadership</li><li>Manage calendars, schedule meetings, and coordinate appointments</li><li>Prepare internal reports, correspondence, and presentations</li><li>Assist with office operations, vendor coordination, and project management</li><li>Maintain confidentiality in all financial and executive matters</li><li>Support day-to-day brokerage operations to ensure a seamless workflow</li></ul>Qualifications &amp; Experience<ul><li>Proven experience in bookkeeping, accounting, or financial administration</li><li>Strong proficiency in accounting software (QuickBooks, Xero, Sage, or similar)</li><li>Solid understanding of general ledger, debits &amp; credits, reconciliations, and financial reporting</li><li>Experience handling commission structures or real estate transactions is highly preferred</li><li>Exceptional attention to detail and organizational skills</li><li>Ability to manage multiple priorities in a fast-paced, high-performance environment</li><li>Strong communication skills with a polished, professional demeanor</li><li>Experience in an executive support role is a plus</li></ul>What We Offer<ul><li>Opportunity to work within a fast-growing real estate brokerage</li><li>A collaborative, high-performance team environment</li><li>Exposure to high-level real estate operations and executive leadership</li><li>A role that is both analytical and strategic, with room for growth</li></ul>Ideal Candidate ProfileYou are polished, proactive, and precise. You thrive in structured environments, take ownership of your responsibilities, and understand the importance of discretion and excellence in a luxury brand. You bring both financial expertise and executive-level support skills, helping elevate the internal operations of the firm.Pay: $18.00 - $23.00 per hourBenefits:<ul><li>Paid time off</li><li>Paid training</li></ul>Work Location: In person

Bookkeeper

Turner Venture Holdings

<div>
 
 
 Executive Assistant / Personal Assistant (EA/PA) &mdash; CEO-Level Support
 
 
 
 
 Location: Austin, TX (In-Person)
 
 
 
 We are hiring an Executive Assistant / Personal Assistant (EA/PA) to support a high-profile executives across business and personal priorities. This is a very high-trust role requiring excellent judgment, discretion, responsiveness, and execution.
 
 
 This position requires the candidate to be flexible, including availability outside standard business hours as needed.
 
 
 
 
 
 
 Location &amp; Travel
 
 
 <ul>
 <li>
 Based in
 
 Austin, TX
 
 with
 
 regular in-person support
 
 </li>
 <li>
 Day-to-day locations vary across the Austin area based on schedule and commitments
 </li>
 <li>
 Must be comfortable driving locally for operational needs (e.g., document/package pickup and drop-off)
 </li>
 <li>
 Occasional travel with the executive may be required
 </li>
 </ul>
 
 
 
 
 
 Responsibilities
 
 
 
 
 Executive Support (Business)
 
 
 <ul>
 <li>
 Manage and maintain a complex calendar across time zones
 </li>
 <li>
 Schedule and coordinate meetings, events, and travel
 </li>
 <li>
 Prioritize inbound requests and protect executive time
 </li>
 <li>
 Prepare the executive for meetings (agendas, docs, reminders, context)
 </li>
 <li>
 Handle confidential and sensitive communications with discretion
 </li>
 <li>
 Needs to be responsive on nights, weekends, and holidays.
 </li>
 </ul>
 
 
 
 
 
 Personal Assistant Support (Personal Operations)
 
 
 <ul>
 <li>
 Manage professional and personal scheduling and appointments for the executive
 </li>
 <li>
 Coordinate household staff, vendors, and service providers
 </li>
 <li>
 Track bills, subscriptions, and recurring administrative tasks
 </li>
 <li>
 Coordinate home-related logistics (scheduling repairs, deliveries, maintenance)
 </li>
 <li>
 Organize events
 </li>
 <li>
 Run errands, assist with personal shopping
 </li>
 <li>
 Coordinate medical appointments, childcare coverage and other personal sensitive matters
 </li>
 </ul>
 
 
 
 
 
 Email, Communications &amp; Executive Presence
 
 
 <ul>
 <li>
 Manage multiple inboxes and triage communications
 </li>
 <li>
 Draft responses and follow-ups when appropriate
 </li>
 <li>
 Maintain tracking systems so nothing is missed
 </li>
 <li>
 Communicate professionally with high-profile contacts and stakeholders
 </li>
 <li>
 Represent the executive with strong executive presence in person when needed
 </li>
 </ul>
 
 
 
 
 
 Spreadsheets, Reporting &amp; Admin Systems
 
 
 <ul>
 <li>
 Maintain multiple spreadsheets for expense tracking and reporting (including tax-related organization)
 </li>
 <li>
 Ensure records are accurate, complete, and organized
 </li>
 <li>
 Maintain clear systems for recurring administrative workflows
 </li>
 <li>
 Coordinate with finance team on payments and invoices to vendors
 </li>
 </ul>
 
 
 
 
 
 HR and Oversight
 
 
 <ul>
 <li>
 Interview nanny, housekeeper candidates
 </li>
 <li>
 Talk to vendors, contractors, hospitality managers, concierge services
 </li>
 <li>
 Coordinate with staff and manage employment matters
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 7+ years supporting senior executives (EA and/or PA)
 </li>
 <li>
 Experience supporting a high-profile executive (CEO/founder/UHNW or equivalent)
 </li>
 <li>
 Strong calendar management and scheduling experience
 </li>
 <li>
 High discretion and strong judgment with confidential matters
 </li>
 <li>
 High emotional intelligence and strong interpersonal skills
 </li>
 <li>
 Strong written communication and follow-through
 </li>
 <li>
 Comfortable managing spreadsheets and operational tracking
 </li>
 <li>
 Proficiency with Google Workspace (Gmail, Calendar, Docs, Drive, Meet)
 </li>
 <li>
 Valid driver&rsquo;s license and comfort driving locally as needed
 </li>
 </ul>
</div>

Executive Personal Assistant

Amentum

<div>Amentum is currently seeking qualified candidates to serve as an operations Administrative Assistant to support Towed Artillery Systems for the Program Manager Self Propelled Howitzer Systems (SPHS), CPE Offensive Fires, at Picatinny Arsenal, New Jersey. This position will be on-site daily. The ideal candidate for this role would be a former junior artillery officer or senior noncommissioned officer within the Adjutant General Branch. This position is not yet funded, position contingent upon funding award. Other duties may be assigned to support client and contract deliverables.
Job Duties and Responsibilities:<ul>
<li>
Serve as the principal administrative advisor and executive support specialist to the O-5 director.</li>
<li>Manage and maintain the O-5&rsquo;s calendar, taskings, battle rhythm events, coordination of meetings, and operational briefs.</li>
<li>Coordinate travel orders (DTS), itineraries, and visit requests.</li>
<li>Prepare, proofread, and finalize official correspondence in accordance with Army regulations (e.g., AR 25-50).</li>
<li>Manage calls, visitors, and correspondence; prioritize issues requiring director&rsquo;s attention.</li>
<li>Manage, assess, coordinate, complete, and report, internal and external program requirements (taskers) across the product office, higher headquarters, and external organizations.</li>
<li>Coordinate staff packages for decision and signature; ensure completeness and regulatory compliance.</li>
<li>Ensure synchronization of administrative actions across operations, supplies, and personnel sections.</li>
<li>Monitor awards, evaluations (OER/NCOER), officer and enlisted actions, and civilian personnel actions.</li>
<li>Track rating schemes and evaluation timelines; notify leadership of pending requirements.</li>
<li>Assist with onboarding/offboarding packets, leave control logs, and accountability rosters.</li>
<li>Maintain confidentiality of sensitive personnel and command information.</li>
<li>Manage records in accordance with ARIMS and Army information governance policies.</li>
<li>Maintain classified and unclassified filing systems (as required by clearance level).</li>
<li>Ensure proper handling of FOUO/CUI and classified materials.</li>
<li>Oversee digital and hardcopy recordkeeping systems for command continuity.</li>
<li>Develop and maintain SOPs for executive administration functions.</li>
<li>Recommend improvements to administrative processes and workflow systems.</li>
<li>Provide continuity books and transition support for incoming commanders and staff.</li>
<li>Execute all regular transaction processes necessary to maintain operations, records, and databases.</li>
</ul>
Required Qualifications:<ul>
<li>
Bachelor&rsquo;s degree or 10 years of experience with military or government related duties.</li>
<li>Proficient in Microsoft Office, Outlook, and TEAMs applications.</li>
<li>Ability to talk and interact with people proactively.</li>
<li>Critical thinker.</li>
<li>Program Management (PM) awareness.</li>
<li>Able to multitask and adjust quickly.</li>
<li>Must be able to obtain and maintain a US Government Secret Clearance. Please note US Citizenship is required to obtain Secret Clearance. This position can start while in the process of obtaining a Secret Clearance, but a positive adjudication/determination will be required for continued employment.</li>
</ul>
Preferred Qualifications:<ul>
<li>
Previous experience working with Army artillery systems.</li>
<li>4+ years familiarity with Operations, Administration, or Project Management preferably in a Government Acquisition program.</li>
<li>Familiarity with the Enterprise Task management Software Solution (ETMS2)</li>
<li>Previous PM or Ops experience.</li>
<li>Clearance: a SECRET security clearance.</li>
</ul>
Compensation and Benefits:
HIRING SALARY RANGE: $48.00-$62.50 hourly (salary to be determined by the education, experience, knowledge, skills and abilities of applicant internal equity, and alignment with market data). 
Compensation Details:
$48.00-$62.50 
The compensation range or hourly rate listed for this position is provided as a good-faith estimate of what the company intends to offer for this role at the time this posting was issued. Actual compensation may vary based on factors such as job responsibilities, education, experience, skills, internal equity, market data, applicable collective bargaining agreements, and relevant laws. 
Benefits Overview:
Our health and welfare benefits are designed to support you and your priorities. Offerings include:<ul>
<li>
Health, dental, and vision insurance</li>
<li>
Paid time off and holidays</li>
<li>
Retirement benefits (including 401(k) matching)</li>
<li>
Educational reimbursement</li>
<li>
Parental leave</li>
<li>
Employee stock purchase plan</li>
<li>
Tax-saving options</li>
<li>
Disability and life insurance</li>
<li>
Pet insurance</li></ul> 
Note: Benefits may vary based on employment type, location, and applicable agreements. Positions governed by a Collective Bargaining Agreement (CBA), the McNamara-O'Hara Service Contract Act (SCA), or other employment contracts may include different provisions/benefits. 
Original Posting:
03/11/2026 - Until Filled
Amentum anticipates this job requisition will remain open for at least three days, with a closing date no earlier than three days after the original posting. This timeline may change based on business needs. 
Amentum is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, sex, sexual orientation, pregnancy (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, ancestry, United States military or veteran status, color, religion, creed, marital or domestic partner status, medical condition, genetic information, national origin, citizenship status, low-income status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law. Learn more about your rights under Federal laws and supplemental language at Labor Laws Posters.</div>

Operations analyst

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