Executive/ Personal Assistant

Executive Assistant (On-Site - Altamonte Springs, FL)

Not Remote High-Pressure Multi-Company Role

Reports To: President

About Us & Role Overview

We are a mission-driven organization supporting a diverse portfolio of for-profit and nonprofit entities spanning federal government contracting, finance, real estate, firearms-related industries, and multiple 501(c)(3), 501(c)(4), 501(c)(6), and VSO (c)(19) organizations. Our work is rooted in service, execution, and long-term value creation, requiring disciplined operations, trusted leadership support, and uncompromising standards.

This role is not administrative support in the traditional sense. We are seeking a highly experienced Executive/ Personal Assistant who operates as a strategic execution partner to senior leadership across multiple companies and initiatives. The position demands exceptional judgment, intellectual rigor, discretion, and the ability to protect executive time while keeping complex, high-impact work moving forward at speed. You will also be responsible for managing all aspects of executive readiness and seamless execution, ensuring both professional and priority personal logistics are anticipated, coordinated, and flawlessly executed to maximize efficiency and focus.

The ideal candidate thrives in high-pressure, high-velocity environments, can anticipate needs before they are verbalized, and brings order to complexity. You must be capable of managing a dense, ever-changing calendar, coordinating across leadership teams and external stakeholders, and maintaining flawless execution across competing priorities. This role requires calm, decisive action, loyalty, and the ability to operate independently without hand-holding.

This is a full-time, in-office position based in Altamonte Springs, Florida and is best suited for a seasoned executive assistant who is mission-driven, detail-obsessed, technologically competent, and capable of handling wide-ranging responsibilities every day, without excuses.

Core Responsibilities

Executive & Time Management

Protect executive time at all costs by running a complex, dynamic calendar across multiple companies.

Manage both executive and personal scheduling, priorities, and communication with precision and authority, to ensure optimal use of time and focus.

Anticipate needs before they are spoken and proactively resolve logistical needs that impact the executive’s availability, readiness, and performance.

Filter, prioritize, and manage all inbound communication (email, calls, requests).Communication & Coordination

Serve as a central coordination point between the executive and leadership teams.

Coordinate with internal teams, manufacturers, distributors, political entities, and external organizations.

Draft, prepare, and manage executive correspondence, reports, and presentations.

Maintain the executive’s voice, standards, and expectations in all communications.Project & Execution Management

Keep both executive and personal projects moving forward simultaneously, ensuring both commitments are seamlessly managed.

Track deadlines, deliverables, and action items across multiple initiatives and companies.

Follow up relentlessly to ensure execution and accountability.

Prepare summaries, reports, and project updates for leadership.Travel, Events & Meetings

Ensure travel arrangements account for executive preferences, readiness, and seamless transitions between professional and personal commitments.

Plan and manage complex domestic and international travel.

Coordinate executive meetings, board meetings, conferences, and off-sites.

Prepare agendas, materials, and ensure follow-through on all action items.

Take accurate, actionable meeting minutes and distribute as directed.Confidentiality & Trust

Handle sensitive and confidential matters with absolute discretion.

Maintain strict confidentiality regarding executive decisions, strategies, and operations.

Act with loyalty, professionalism, and judgment at all times.

Exercise sound judgment when managing matters that extend beyond standard business operations.Administrative Leadership

Implement and improve systems, workflows, and administrative best practices.

Mentor or oversee junior administrative staff as needed.

Continuously improve efficiency and execution standards.Environment & Expectations

High pressure

High speed

Multi-company responsibility

Extended hours may be required depending on executive needs and travel.

This role requires calm execution under pressure and zero drama.You Must Be Able To

Protect executive time relentlessly

Run an extremely complex calendar

Manage communication and scheduling flawlessly

Coordinate across leadership teams

Anticipate needs before they are spoken

Keep all projects moving forward

Stay calm under pressure

Turn chaos into clean executionWho You Must Be

Loyal

Intelligent

Detail-obsessed

Fast-moving

Mission-driven

Tech-competent

Highly organized

Zero drama

Zero excuses

Able to learn and maintain executive voice and standards

Capable of handling wide responsibilities every dayNot for You If

You get overwhelmed easily

You need hand-holding

You want a comfortable or slow-paced job

You avoid pressure or accountabilityExperience & Qualifications

Required:

5+ years as an Executive Assistant or similar role supporting senior or C-suite leadership

Proven experience in high-demand, fast-paced environments

Ability to manage multiple executives, companies, or complex operations

Strong references (will be checked)Preferred:

Former military strongly preferred

Bachelor’s degree in Business Administration, Management, or related field

Advanced proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint)

Experience with project management tools, CRM systems, and collaboration platforms (Teams, Zoom, Webex)Serious candidates only.

NO rookies.

Very experienced professionals only, with proof.

References will be called and verified.

Physical Demands and Work Environment

The position may require extended hours during peak periods or when supporting senior leadership.

You will work within an energetic, dynamic environment alongside both civilian professionals and former military personnel, fostering collaboration, accountability, and high performance.