Job Description
Job DescriptionBenefits:
- 401(k) matching
- Bonus based on performance
- Competitive salary
- Health insurance
Job Opening: Executive Assistant
Location: Clermont, FL 34711
Department: Corporate Office
Reports To: CEO (with dotted-line support to VP of Operations, CMO, and Financial Controller)
Position Overview
Were seeking a proactive, detail-oriented Executive Assistant to support the CEO and key members of our leadership team. This high-visibility role requires superior organizational skills, professional discretion, and the ability to juggle competing priorities. Youll be a central force in driving operational efficiency and helping our executives stay focused on strategic objectives.
Key Responsibilities
- Manage and maintain complex calendars, schedule meetings, and coordinate domestic/international travel for the CEO, CMO, VP of Operations, and Financial Controller.
- Prioritize and screen emails, calls, and meeting requestsacting as a gatekeeper and problem-solver.
- Prepare and edit internal and external communications, presentations, reports, and briefings.
- Organize and coordinate executive team meetingsincluding agenda prep, note-taking, and follow-up action tracking.
- Monitor deadlines and deliverables from leadership and board-level discussions.
- Maintain a secure and well-organized digital filing system (e.g., Google Drive, SharePoint).
- Handle confidential information with the utmost professionalism and discretion.
- Assist with board meeting prep and investor communication materials.
- Support cross-functional initiatives by liaising with internal departments and gathering data or status updates.
- Conduct research and compile materials for executive initiatives and strategic planning.
- Occasionally assist with personal tasks or errands as needed.
Calendar & Meeting Management
- Confirm and coordinate executive calendars
- Avoid conflicts and protect focus-time blocks
- Ensure proper setup (Zoom/Teams links or room bookings)
Pre-Meeting Prep & Logistics
- Collect relevant documents at least 24 hours in advance
- Format, print, or digitally organize meeting packets
- Check tech or room setup prior to meetings
Meeting Follow-Up
- Attend assigned meetings and take clear, actionable notes
- Summarize action items and assign responsible parties
- Send recap/follow-up emails within 2 hours post-meeting
Travel & Expenses
- Book all travel 24 weeks in advance with preferences in mind
- Handle all travel logistics and updates promptly
- Submit expense reports weekly (Fridays by 3:00 PM)
Confidentiality & Security
- Use password protection for sensitive documents
- Maintain strict confidentiality of all internal and personal information
- Comply with and uphold all signed NDA agreements
Who You Are
- Highly organized, with strong time management and multitasking skills
- Strong communication and writing abilities
- Able to anticipate needs and take initiative without micromanagement
- Tech-savvy, with familiarity in Google Workspace, Microsoft Office, and scheduling tools
- Comfortable working in a fast-paced, dynamic environment
- Trusted with sensitive, confidential information