Executive Assistant

Detailed Information

HOURS: Monday – Friday (8 a.m. – 5 p.m.) (Traditional in-office position in Ocala, FL)

COMPENSATION: Commensurate with experience and skills. Full-time; paid holiday and vacation time; health insurance available after 90-days.

QUALIFICATIONS:

• 4+ years of experience as an Executive Assistant, Administrative Assistant, or similar support role.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook) and Google Workspace tools.
• Excellent organizational skills with the ability to manage calendars, schedules, and multiple priorities.
• Detail-oriented and thorough, with a proven ability to handle permits, paperwork, and sensitive information accurately.
• Strong written and verbal communication skills; professional and polished demeanor.
• Ability to work independently, exercise discretion, and maintain confidentiality at all times.
• Comfortable managing personal logins, accounts, and sensitive company data with a high degree of trust.
• Problem-solver with a proactive approach to anticipating needs and resolving issues before they arise.
• Ability to thrive in a fast-paced, executive-level environment and support a CEO directly.
• Must pass a comprehensive background check (employment and criminal history).

RESPONSIBILITIES:

• Serve as the primary administrative support for the CEO, managing day-to-day tasks and priorities.
• Maintain and coordinate the CEO’s calendar, appointments, and meetings, ensuring efficient scheduling.
• Prepare, update, and manage spreadsheets, reports, and documents to support executive decision-making.
• Handle permitting, paperwork, and compliance tasks, ensuring deadlines are met and records are accurate.
• Manage communications on behalf of the CEO – draft correspondence, screen calls, and organize email.
• Coordinate with internal staff, clients, and external partners on behalf of the CEO.
• Maintain and organize files, confidential information, and personal logins/accounts with discretion.
• Anticipate needs and proactively resolve issues, ensuring the CEO can focus on strategic priorities. Assist with special projects and research, providing support where needed across departments.
• Represent the CEO and company with a professional, polished, and trustworthy demeanor.

Well Bilt Industries USA, LLC. is an Equal Employment Opportunity (EEO) employer and does not discriminate in any employer/employee relations based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, or veteran’s status. We are proud to have a strong commitment to equal opportunity in the workforce and believe in treating people with dignity and providing equal employment and advancement opportunities for all.