Executive Assistant to the CEO

Job Overview

We are seeking a dynamic and highly organized Executive Assistant to support our CEO in achieving operational excellence and driving strategic initiatives. This vital role requires a proactive individual who thrives in a fast\-paced environment, demonstrating exceptional administrative skills, keen attention to detail, and the ability to manage multiple priorities with confidence. As the right hand to our leadership team, you will facilitate smooth daily operations, coordinate complex schedules, and ensure seamless communication across departments. Your energetic approach and dedication will empower our executive team to focus on high\-impact activities that propel the organization forward.

Duties

• Experience using AI Tools like Chat GPT, Co Pilot, Claude, and others for various different tasks
• Experience with drafting or writing up emails, contracts, memos, and all various types of written communication
• Being very proficient at computer office use, being able to type quickly, write well and speak well in English
• Understand how to arrange travel, accommodations, and other reservations in person or online
• Fulfill needs around purchasing goods or researching prices for products both in person as well as online
• Screen phone calls and communicate with people on the behalf of management in both Serbian and English
• Make appointments, perform research, and present findings in professional and well written format
• Produce emails, memos, documents, and in some cases legal contracts
• Meet with clients over the phone or in person
• Recruit and talk with existing or potential employees
• Carry out all administrative duties of the job, which may include going to other places of business to perform payments, file papers, etc.
• Acting as an Office Manager, deal with administrative paperwork, both inside and outside the office
• Run personal errands as needed both online and in person for executive leadership
• Manage and maintain the CEO’s calendar using Microsoft Outlook Calendar, scheduling meetings, appointments, and travel arrangements efficiently.
• Prepare, proofread, and transcribe correspondence, reports, presentations, and meeting notes with precision and clarity.
• Coordinate special projects and events, including venue selection, vendor communication, logistics planning, and onsite execution to ensure successful outcomes.
• Handle incoming calls with professional phone etiquette, screen inquiries, and direct messages appropriately through multi\-line phone systems.
• Oversee office management tasks such as filing systems, data entry into QuickBooks for bookkeeping purposes, and maintaining organized records.
• Assist with personal errands and scheduling as needed to support the CEO’s personal and professional commitments.
• Utilize Google Workspace tools for document creation, collaboration, and communication across teams.
• Support front desk operations by greeting visitors courteously and managing office supplies inventory efficiently.
• Perform clerical duties including photocopying, faxing, mailing, and maintaining confidentiality of sensitive information.
• Coordinate with external vendors for event planning services or office needs while ensuring timely delivery of services.
• Experience with interviewing candidates for jobs/positions
• Update our candidate database with information from recruiting efforts
• Work on creating/updating and maintaining Job Descriptions and Candidate Data
• This person would also be involved in digital marketing efforts which would include:
• Using social media and online blogs to create content for digital marketing
• Doing research for digital marketing strategy
• Execute a digital marketing strategy as defined by executive leadership
• In some cases, the candidate will also be asked to perform sales duties both cold calling and following up with existing clients

Qualifications

• Experience with AI tools to optimize Administrative, HR, Recruiting, Sales, and Marketing processes
• Knowledge of using Linked In to source and contact viable candidates for job postings
• Able to contact candidates via email/phone and have initial interviews or conversations with candidates
• Ability to Call and screen candidates that have applied to jobs
• Proven experience as an executive assistant or personal assistant supporting C\-level executives in a fast\-paced environment.
• Strong organizational skills with exceptional attention to detail; ability to multitask effectively under tight deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel PowerPoint), Google Workspace (Docs, Sheets), and familiarity with Microsoft Outlook Calendar.
• Experience with QuickBooks for bookkeeping or data entry tasks is highly desirable.
• Excellent typing speed combined with transcription skills for accurate documentation.
• Demonstrated office management capabilities including filing systems, clerical experience, and front desk operations.
• Exceptional communication skills with professional phone etiquette and customer service orientation.
• Ability to proofread documents thoroughly while maintaining high accuracy standards.
• Knowledge of office technology such as multi\-line phone systems and DocuSign for electronic signatures.
• Previous experience in event planning or project coordination is a plus; familiarity with office software like Google Workspace enhances efficiency. Join us in this exciting role where your organizational prowess will directly contribute to our leadership’s success! We value energetic professionals committed to excellence who are eager to make a meaningful impact every day through proactive support and seamless execution of vital tasks.

Pay: $15\.00 \- $30\.00 per hour

Work Location: Hybrid remote in Naples, FL 34110