Executive Assistant (Part-Time, Freelance)

• Location: Tampa, FL
• Type: Freelance
• Hours: Estimated 20 hrs/week
• Hybrid: must be able to work on-site at our Tampa (Channelside) office as needed
  

About the Role

The Executive Assistant will provide comprehensive administrative support to an executive, with the potential to support additional executives as time and bandwidth allow. This role requires a highly organized, detail-oriented, and proactive individual who thrives in a fast-paced, entrepreneurial environment and exhibits a high level of accountability and confidentiality. You'll be instrumental in ensuring the seamless operation of daily activities — enabling the executive to focus on strategic initiatives and organizational goals.

This role is primarily remote, with occasional in-office presence required at our Miami office. While the role is roughly 20 hours/week, this is a fast-moving, entrepreneurial environment — you should expect to check email regularly and potentially outside of standard business hours (including evenings and weekends) and respond promptly when something time-sensitive comes up.

What You'll Be Doing

• Manage and update daily, weekly, and monthly calendars, including scheduling meetings, appointments, and travel arrangements
• Coordinate and organize meetings, conferences, and events, ensuring the executive is well-prepared (research, prep documents, presentations, catering, etc.)
• Manage expense reports and budgets; handle confidential corporate, personnel, and financial information with discretion (experience with Netsuite a plus)
• Build, review, and maintain databases and lists for various projects
• Arrange travel itineraries, accommodations, and transportation, managing any issues that arise
• Prepare, organize, and maintain confidential documents, reports, and presentations
• Research and gather data to support decision-making
• Track and follow up on tasks to ensure deadlines are met
• Assist with a range of projects, adapting quickly to changing priorities
• Screen and prioritize incoming calls and messages
• Monitor email regularly during evenings and weekends, responding promptly to time-sensitive matters as they arise
• Use AI tools and other technology to streamline workflows, automate repetitive tasks, and improve overall efficiency
• Run miscellaneous errands in a timely manner, including office tasks (sign for deliveries, etc)
• Provide additional professional and personal support as needed
• Support additional executives on an as-needed basis, as workload allows

What You'll Have

• Associate's degree required; Bachelor's degree highly preferred
• 3+ years of Administrative/Executive Assistant experience, preferably supporting executives, C-suite leaders, presidents, or CEOs
• A polished, professional demeanor with exceptional verbal and written communication skills
• Experience with copywriting and copyediting
• Outstanding organizational skills and meticulous attention to detail
• Strong problem-solving skills and the ability to think ahead
• Comfort operating in an entrepreneurial, fast-changing environment where priorities can shift quickly
• Comfortable using AI tools and platforms to improve efficiency and streamline processes
• Ability to work independently, adapt to shifting priorities, and stay composed under pressure
• Excellent time management and multitasking skills
• Genuine availability and willingness to monitor email during nights/weekends and respond as needed — this is a part-time role by hours, but requires an "on-call when it counts" mindset
• Strong proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word)
• Experience with NetSuite, ZoomInfo, and Constant Contact preferred
• A commitment to maintaining strict confidentiality at all times