Hours: 9am–5pm CST
Salary: $1,500/mo
Key Responsibilities
- Manage the executive's calendar, including scheduling meetings, coordinating availability, and ensuring he is prepared and on time for all commitments.
- Oversee inbox management, including organizing emails, flagging important communications, drafting responses, and following up on outstanding items.
- Coordinate meetings with business partners, employees, contractors, vendors, and other external stakeholders.
- Support administrative operations across both businesses, ensuring important tasks, deadlines, and follow-ups are completed.
- Assist with document retrieval and organization, including gathering contracts, certificates, financial documents, and other paperwork requested by lenders, brokers, contractors, or city officials.
- Support the hospitality business with administrative tasks related to property management, hotel acquisitions, and ongoing operations.
- Assist with coordinating communications and documentation for the company's existing short-term rental properties and upcoming hotel projects.
- Support the executive's responsibilities in the family business, including scheduling strategy sessions, coordinating internal meetings, and tracking follow-ups related to marketing, sales, and business growth initiatives.
- Keep track of action items from meetings and follow up with the appropriate team members to ensure progress.
- Coordinate personal travel arrangements, including booking flights, accommodations, and transportation.
- Handle personal assistant responsibilities such as making dinner reservations, organizing gifts for clients, friends, and family, and coordinating other personal logistics.
- Conduct research and assist with ad hoc projects across both businesses as needed.
- Identify opportunities to improve administrative processes and implement systems that help the executive stay organized and productive.
- Act as the executive's right hand, anticipating needs and proactively handling tasks without requiring constant direction.
- 2+ years of experience as an Executive Assistant, Personal Assistant, Virtual Assistant, or similar administrative support role.
- Strong written and verbal English communication skills.
- Experience managing executive calendars, inboxes, scheduling, and travel arrangements.
- Highly organized and detail-oriented, with strong follow-through and the ability to keep the executive accountable to commitments.
- Proactive and resourceful, with the ability to independently research solutions and figure out unfamiliar tasks.
- Comfortable communicating with business partners, vendors, contractors, and other professionals.
- Tech-savvy and comfortable using Google Workspace, scheduling software, and other administrative tools.
- Strong problem-solving skills and the ability to adapt quickly to new responsibilities and industries.
- Comfortable handling both business and personal tasks with professionalism and discretion.
- Willingness to learn new processes and take on additional responsibilities as the businesses grow.
- Must own and be able to use a working computer with high-speed internet.
- Must be ENGLISH-SPEAKING.
- Previous experience supporting a founder, CEO, or entrepreneur who operates multiple businesses.
- Background in hospitality, real estate, property management, or construction-related industries.
- Experience coordinating documentation with contractors, lenders, brokers, or local government offices.
- Familiarity with project management tools and creating administrative systems or SOPs.
- Experience working in a small business or startup environment where responsibilities evolve over time.