The Executive Assistant will serve as a critical right hand to the CEO, ensuring efficient management of time, calendar, and communications while assisting with occasional personal tasks (roughly 20% of the time). The ideal candidate has to be driven to optimize and has “make things better” as a general mindset and attitude. Also, you must love learning, be agile, be a problem solver, embrace challenges, and be able to work in a fast-paced environment. This role is primarily remote, but you must be in the Jupiter/Palm Beach area to accommodate in-person meetings and tasks as needed 1-2 times a week. Must be able to travel when required as well.

Responsibilities
Executive Support (80%):
- Time and Calendar Management: Proactively manage the CEO’s schedule, including meetings, travel arrangements, and appointments. Ensure all commitments are met and optimize time management to maximize productivity.
- Email Management: Monitor, prioritize, and sort emails for the CEO, ensuring her timely and effective responses.
- Team Communication: Act as a liaison between the CEO and the rest of the team. Ensure clear and efficient communication across the company, and facilitate follow-ups on key tasks and projects.
- Project Coordination: Assist in managing projects that are important to the CEO by tracking deadlines, organizing documents, and coordinating with team members to ensure smooth execution
- Strategic Partnership Management: Assist in managing relationships with key partners, stakeholders, and clients. Schedule regular check-ins and ensure timely follow-ups on important discussions.
- Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
- Travel Arrangements: Plan and organize personal travel, including booking flights, accommodations, and creating itineraries when needed.

** Responsibilities to Develop with Time:
- Succession Planning and Delegation: Support the CEO in identifying tasks for delegation, assist with creating succession plans for critical roles, and help optimize workload management.
- Event and Public Relations Coordination: Plan and coordinate CEO appearances at different events, including liaising with PR teams, managing invitations, and handling logistics.
- Delegation: Support the CEO in identifying tasks for delegation and help optimize workload management.
- Financial Administration (occasionally): Assist with budgeting, expense tracking, and financial reporting. Manage invoices, coordinate with accountants, and handle reimbursements or payments.

- Crisis Management: Be prepared to handle unexpected issues that arise, both professionally and personally. Maintain calm under pressure and solve problems quickly and effectively.

Personal Assistance (20%):
- Errands and Personal Tasks: Assist with occasional personal tasks such as scheduling appointments, managing personal errands, and handling & coordinating other ad-hoc tasks as they arise.
- Household Coordination: Communicate and coordinate with other household managers like nanny and housekeeper when needed.

Qualifications
- Experience: Minimum of 3 years experience as an Executive Assistant or Personal Assistant.
Skills
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- High level of resourcefulness, initiative, and adaptability.
- Excellent problem-solving skills and the ability to make quick, informed decisions.
- Proficiency in Google Suite, Slack and Notion.
- Tech-savvy with the ability to quickly learn new software and tools when needed.

Personal Attributes
- Discreet and trustworthy, with the ability to handle confidential information
- Good forward-thinking and anticipating future events.
- Highly proactive, with a ‘can-do’ attitude and a willingness to go the extra mile.
- Flexible and able to adapt to changing priorities and demands.
- Strong interpersonal skills and the ability to work effectively with a remote team.
- Lifelong learner.
- Fast response time.

Benefits

- Opportunity to work in a dynamic, innovative, and fully remote company.
- Flexible work schedule with the ability to work remotely
- Incredible learning and growth opportunities.
- Professional development opportunities and industry insights