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Executive/Personal Assistant to the CEO

4 months ago

Clermont, United States Trademark Hire, LLC Full time

Our client, a successful boutique, family-owned real estate developer based in Clermont, FL (moving to downtown Orlando in 12-18 months), has engaged us to place a professional, proactive, detail-oriented, and highly organized individual in the role of Executive/Personal Assistant (EPA) to the CEO. The EPA will serve as the right hand/gatekeeper to the CEO, providing comprehensive administrative, logistical & project management support, & supporting his outside interests (sits on multiple boards). The EPA will play a pivotal role in supporting the CEO’s daily responsibilities, taking things off his plate & not adding to it, to allow him the ability to focus on the strategic goals & initiatives in moving the company forward as they continue to grow into their next phase. 


This role is approximately 90% EA/10% PA support. Real Estate industry experience is ideal, but not required, as a keen interest to learn & understand the business is needed to ensure success in the role. While it's a plus if the EPA is bilingual in English (native level fluency) & Spanish (effective oral communication), it's not required. This is a great, long-term opportunity with potential for growth for the right fit. EPA will sign an NDA & Confidentiality Agreement. Business casual attire and blue jean Fridays.


The ideal candidate has a positive attitude & dedicated work ethic, takes pride in their work & ownership of their projects, is confident, accountable, resourceful, forward-thinking, completes work with accuracy, has a sense of urgency & can hit performance metrics. A high level of integrity, impeccable attention to detail, effective communication, a “figure it out” mentality, ability to seamlessly multi-task, identify priorities, & work well independently & as a team is essential in this role.


Hours: 8:00am-5:00pm - can extend later depending on needs of the day (usually 5:30/6pm-ish). While the CEO doesn’t intent to abuse someone’s time, he’s not seeking a clock-watcher, but instead someone willing to go all in when needed. Flexibility needed to receive communications/handle requests after hours, responding to urgent needs immediately. Potential for minimal domestic travel.


Location: Clermont, FL (moving to DT Orlando in 12-18 months) - *Local candidates with reasonable commute only.*


About the Company: 

They're focused on creating a new standard in home building, currently developing hundreds of homes in neighborhoods within Central Florida. The CEO & his wife founded the company in 2005 as one that would deliver the highest quality homes at the best price in its market; a family-owned business rooted in an ethos of goodwill, community, and giving back. These values are not just what they aspire to be, they’re at the core of who they are every single day. They focus on pursuing excellence in all areas of their company, & their standard has been compared to Million Dollar homes & awarded the Grand Prize for Best Multifamily Owned Product in Central Florida by the Great Orlando Builder’s Association. They don’t compromise their standards or values, & their guiding philosophies are “if we can live in them, we can sell them” & “our decisions allow us to sleep at night”. 

Core Values: * Innovation * Passion * Relationships * Stewardship *


About the CEO:

He began his career working for his family’s business in 1992, & later founded his own construction management group that led various projects in South & Central Florida, soon acquiring his first piece of land in Orlando, and then founded his real estate company with his wife in 2005. In his free time, he loves spending time with his family, serving his church, & giving back to his community. 


About YOU: 

  • You’re have a “can do, will do” attitude, thrive in a high-level support role, & get things done
  • You’re comfortable working in a small team environment (currently 12 - expected to double within couple years).
  • You’re highly proactive with strong organizational & project management skills, reflecting the ability to perform & prioritize multiple concurrent tasks.
  • You’re driven, confident & diligent, with a strong business acumen. 
  • You’re a “driver” & know to apply constant gentle pressure to bring things to fruition. 
  • You’re honest & display a high level of personal accountability and responsibility, utilizing tact, discretion and good judgment at all times, especially when exposed to confidential or sensitive material. 
  • You’re a great team-player willing to jump in where needed to get things done. 
  • You have strong time management skills, & don’t need to be micromanaged in order to execute. 
  • You have impeccable attention to detail & strong follow through. 
  • You have the ability to be a good “buffer” and communicate with a mix of different personalities, & an ability to “read the room”.
  • You’re forward thinking, intuitive, try to always anticipate & remain steps ahead of your executive’s needs.
  • You have strong interpersonal skills with a demonstrated ability to work across the company as a whole.
  • You're a curious learner, are very resourceful, show initiative, have strong decision-making capability & a proactive approach to problem solving.
  • You have high energy, a calm demeanor, and convey emotional maturity & professionalism.
  • You have experience supporting busy executives at a high-level.
  • You’re tech-savvy; experienced with & comfortable working in a Mac environment (Asana, Google Suite, MS Office & Tableau, amongst others are current tools being used).
  • You’re a smart self-starter, proactive, productive, highly organized, able to multi-task, work well independently, have a “figure it out” mentality, and know to ask questions when needed.
  • You have excellent written & verbal communication skills.
  • You’re flexible/adaptable & have the ability to pivot as needed. 
  • You have a good history of job stability, strong references & are looking for a long-term career. 


Key Responsibilities Include (but not limited to): 

  • Provide a bridge for smooth communication between the CEO, his direct reports & outside parties, acting as a “gatekeeper” by providing a “gateway” role for those who need to speak/meet with him. 
  • Proactively maintain the CEO’s business/personal calendars (communicate with wife as needed), ensuring seamless coordination. This includes organizing meetings, sending reminders, & ensuring all documents are prepared in advance. Must be able to prioritize the most time sensitive matters as scheduling conflicts arise. Ensure all important dates (birthdays, anniversaries etc.) are on his calendar, reminding him as they approach. 
  • Keep the CEO well informed of upcoming commitments, meetings & responsibilities, provide friendly reminders as they approach, & follow up appropriately. The CEO likes his schedule to him by 7am daily, with a text each morning sharing what his day looks like so he can prepare accordingly.
  • Act as a liaison between the CEO, company, & the board (company & outside boards the CEO is on). 
  • Prioritize needs, handle matters expeditiously & proactively, and follow through on projects/assignments to successful completion, some of which can be deadline sensitive.
  • Coordinate travel arrangements & logistics for CEO (family members as needed), create detailed travel itineraries, & submit related expense reports. Prepare CEO for all travel as needed (ensure he has tickets, photo ID, passport, itineraries, etc.).
  • Take initiative to understand the intricacies of the business, assisting in strategy, prioritization & planning. 
  • Act as a "barometer," having a sense for the issues taking place in the office & keeping the CEO updated.
  • Answer the phone, take accurate messages, keep track of CEO’s whereabouts, & handle urgent calls with appropriate judgment.
  • Manage, compose & prepare confidential correspondence, reports, & other complex documents, proofing & editing of all documents to ensure accuracy & consistency.
  • Monitor the CEO’s email inbox, tending to urgent matters & removing unnecessary emails.
  • Prioritize inquiries & requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
  • Organize internal/external meetings, including scheduling, sending reminders, preparing materials & providing to all relevant parties prior.
  • Attend business meetings, take meeting minutes, draft agendas, and assign action & follow up items.
  • Assist with company events.
  • Maintain address/contacts lists, and be proactive in recognizing when to send thank you notes, gifts, etc. to personal, professional, & philanthropic contacts.
  • Further refine systems & processes to maximize efficiency. 
  • Liaise with personal & business associates, philanthropic contacts & clients.


Experience/Education: 

  • 5+ years EA experience working in a high-paced environment; 2+ years supporting C-Suite executives 
  • Bachelor’s Degree highly desired
  • Tech savvy; Experienced/comfortable with Mac computers, proficient in Google Suite & MS Office; experience w/ Asana & Tableau ideal
  • Bilingual (English/Spanish) is a plus


Compensation/Benefits: 

  • $120k-$140k base (DOE) + eligible for discretionary performance based bonus up to 10%
  • M/D/V (employer pays 100% employee only)
  • 401(k) w/ 4% match 
  • PTO (18 days) & 9 Paid Holidays
  • Company issued MacBook Pro & iPhone 
  • Complimentary snacks, coffee, espresso etc., company lunches & events, & access to small onsite gym

*Successful completion of reference & background checks & drug screen are required prior to employment*

Candidates of interest will be contacted via email with a questionnaire to further assess potential fit/next steps. Those not selected will have their resume kept on file for consideration of other opportunities.


TMH, LLC & our Clients provide equal opportunity employment, & don’t discriminate with recruitment or employment of candidates on the basis of race, color, religion, gender, sexual orientation, age, national origin, marital status, disability, military status, veteran status, or any other characteristics protected by law. Please visit www.trademarkhire.com to learn more about us.