Executive/Personal Assistant (Part-Time)

About Us

We are in search of an experienced Executive Assistant to support a Technology Executive who is actively engaged in a range of ventures, including executive consulting, R&D management, investment, and entrepreneurship. Your role will be crucial in managing and streamlining the executive's personal and professional activities, helping them efficiently navigate their diverse set of responsibilities.

Role Overview

This is a part-time position for the right candidate to work with a tech executive/investor. On average, the support provided is 40% business activities and 60% tasks related to personal life.

This role is a combination of remote work from home and in-person activities, such as meetings, and local errands. This role requires the candidate to be based in the Gainesville, FL vicinity. Possession of a reliable vehicle with a clean driving record, along with a personal computer and access to high-speed internet, are essential requirements for this position.

Job Description

• Demonstrate persistence in executing tasks, ensuring that all projects, communications, and assignments are pursued to completion with meticulous attention to detail, despite any challenges or delays. This includes regularly updating the executive on progress, navigating obstacles with a solution-oriented approach, and maintaining a proactive stance to anticipate needs and address issues before they escalate.
• Effectively use the following productivity softwares: task management, project management, corporate/team messaging, document management, video conferencing, calendar, etc.
• Oversee calendar and schedule appointments on behalf of the executive.
• Anticipate and prepare materials needed by executive for meetings and calls.
• Research products, services, and/or experiences, and compile information into easily understandable and concise documents, such as spreadsheets, reports, or Google docs.
• Maintain & handle confidential and sensitive information with high level of discretion.
• Manage vendors and service providers. Negotiate quotes.
• Manage travel arrangements.
• Expense management and bookkeeping.
• Assist with personal errands and tasks as needed to support the executive's day-to-day activities, including light office cleaning.
• Anticipate problems and ask probing questions in order to respond effectively to new scenarios.

Qualifications

The ideal candidate will have:

• Previous Executive Admin experience with at least 2 years of progressively responsible advanced administrative experience.
• Proven time management skills with the ability to prioritize and handle multiple tasks and work in a fast-paced environment.
• Working knowledge of Google Workspace and/or Microsoft 365.
• Spreadsheet creation/management skills are critical.
• Interest in technology, artificial intelligence, and learning & utilizing software tools to enhance productivity is strongly preferred.
• Excellent verbal and written communication skills including the ability to communicate with all levels of the organization.
• Clean driving record.
• Strong internet research skills.
• Ability to work well with groups, engage others and find win-win solutions when presented with a problem.
• College degree or equivalent preferred.

To be successful in this role:

• Demonstrate exceptional organizational skills.
• Convey essential information clearly and concisely, both in writing and verbally.
• Demonstrate ability to handle multiple projects and priorities while also being responsive to changes in those priorities.
• Use active listening skills while recording tasks and taking notes.
• Can-do attitude towards new, unique tasks. Ability to solve problems creatively.
• Follow-up. Patience & persistence.

Preferred Skills

• Strong passion for technology with a proactive approach to self-learning and skill acquisition.
• Interest in software integrations and programming is a plus, but not required.
• Experience with any of the following softwares is a huge plus:
• Task management software (e.g., Todoist, monday.com, Asana, etc)
• Slack
• Password management software (e.g., 1Password, Padloc, etc)
• Monitoring tools (e.g., Wachete)
• AI tools (e.g., ChatGPT)
• Automation tools (e.g., Zapier)

Job Types: Part-time, Contract

Pay: $25.00 - $30.00 per hour

Expected hours: 20 – 25 per week

Benefits:

• Paid time off

Ability to Relocate:

• Gainesville, FL 32601: Relocate before starting work (Required)

Work Location: Hybrid remote in Gainesville, FL 32601