Administrative Assistant

Paycom - ATS; Jacksonville (FL); On-site; USD 55,000 - 90,000; Full time

Job summary

Paycom - ATS seeks an organized Executive Assistant to support the CEO across commercial real estate, facility services, and hospitality entities. You will anticipate needs, handle confidential information, and coordinate both business and personal tasks with precision.

You will manage emails, calendar, travel, and communications while supporting deal research, reporting, and project coordination across multiple entities. A proactive, self-starting approach is essential in this high-trust role.

Qualifications

• Minimum 3+ years supporting a founder, CEO, or senior executive.
• Experience in multi-entity environments preferred.
• Strong written and verbal communication with a professional demeanor.

Responsibilities

• Provide day-to-day administrative support to the CEO across multiple entities.
• Manage inbox, calendar, travel, and scheduling with high attention to detail.
• Prepare meeting agendas, recaps, and action item tracking for leadership reviews.

Skills

Executive support

Calendar management

Communication

Discretion

Self-starter

Education

High School Diploma or higher

Tools

Google Workspace

Microsoft Office

CRM tools

Project management platforms

Job description

POSITION OVERVIEWWe are seeking a highly organized, proactive, and resourceful Executive Assistant to support the CEO across multiple business entities spanning commercial real estate, facility services, and hospitality. This role requires someone who can operate independently, anticipate needs, and manage both business and personal priorities with discretion and precision.This is a high-trust, high-impact role. You will be the right hand to the CEO — managing the chaos so leadership can focus on growthESSENTIAL FUNCTIONSDay-to-Day Administrative SupportInbox management and email triage — filter, flag, draft responsesCalendar management and scheduling across multiple entitiesMeeting prep, agendas, and post-meeting recaps with action itemsTravel planning and booking (flights, hotels, ground transport)Expense tracking and reportingFollow-up tracking and reminders — ensure nothing falls through the cracksDocument organization and filing (digital and physical)Drafting emails and communications on behalf of the CEOBusiness Operations SupportResearch, reporting, and documentation for deals and projectsCRM management and pipeline updatesVendor sourcing and managementInvoicing and accounts-receivable follow-upHiring support: sourcing, screening, and scheduling interviewsSOP creation and process documentationProject and deadline tracking across all entitiesTeam coordination and internal communicationsSales & Marketing SupportLead list building and enrichmentOutreach and follow-up sequencesSocial media scheduling and postingContent production logisticsPodcast and video editing coordinationReview and reputation managementEvent and webinar logisticsBasic reporting on what's workingPersonal & Household ManagementAppointments and reservationsGift research, purchasing, and shippingFamily calendar coordinationVacation and travel planningErrand and delivery coordinationHome service provider managementSubscription and bill managementQUALIFICATION AND SKILLSRequired QualificationsExperience supporting a founder, CEO, or senior executive — ideally in a multi-entity environmentExceptional organizational skills and attention to detailStrong written and verbal communicationProficiency with Google Workspace, Microsoft Office, CRM tools, and project management platformsAbility to handle confidential information with absolute discretionSelf-starter who takes initiative without waiting to be toldComfortable managing both professional and personal tasksPreferred QualificationsFamiliarity with commercial real estate, property management, or franchise operationsExperience with social media management and content scheduling toolsBackground in bookkeeping or basic accounting (QuickBooks, invoicing)Notary public or willingness to obtainEDUCATION AND EXPERIENCE3+ years of experience as an Executive Assistant, Chief of Staff, or similar roleHigh School Diploma, or greaterThe company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.QUALIFICATION AND SKILLSRequired QualificationsExperience supporting a founder, CEO, or senior executive — ideally in a multi-entity environmentExceptional organizational skills and attention to detailStrong written and verbal communicationProficiency with Google Workspace, Microsoft Office, CRM tools, and project management platformsAbility to handle confidential information with absolute discretionSelf-starter who takes initiative without waiting to be toldComfortable managing both professional and personal tasksPreferred QualificationsFamiliarity with commercial real estate, property management, or franchise operationsExperience with social media management and content scheduling toolsBackground in bookkeeping or basic accounting (QuickBooks, invoicing)Notary public or willingness to obtainEDUCATION AND EXPERIENCE3+ years of experience as an Executive Assistant, Chief of Staff, or similar roleHigh School Diploma, or greater