Executive Assistant

Gallion

Florida

On-site

USD 45,000 - 50,000

Full time

5 days ago

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Benefits offered by this job

Health insurance

Paid time off

Fuel stipend

Phone stipend

Dental insurance

Vision insurance

Employee discount

Job summary

Gallion is seeking an organized Executive Assistant to support the Owner in South Walton, FL. This role focuses on protecting time, coordinating priorities, and handling confidential business and personal information with discretion.

The successful candidate will work closely with the Director of Operations and the Chief Marketing & Growth Officer as priorities allow. Responsibilities include calendar and communication management, meeting preparation, and coordination across leadership.

Qualifications

Two years of experience in an executive/personal assistant role
Ability to manage multiple priorities and competing deadlines
Strong organizational skills and follow-through
Excellent written and verbal communication
Ability to handle confidential information with discretion
Proficiency with calendar, email, and digital organization tools
Ability to work independently and anticipate needs
Valid driver’s license and reliable transportation
Background check clearance

Responsibilities

Manage the Owner’s calendar, meetings, interviews, site visits, appointments, and calls.
Monitor emails, calls, and requests; draft routine correspondence for approval; track follow-ups.
Prepare agendas, briefing materials, documents, and meeting notes; track decisions and deadlines.
Coordinate with Operations, Marketing, and leaders to keep approvals and projects moving.
Monitor deadlines for contracts, permits, renewals, signatures, and real estate matters.
Assist with scheduling, interview coordination, document prep, meeting notes, and special projects.
Maintain organized files and handle confidential information with discretion.

Skills

Calendar management

Communication

Meeting preparation

Executive coordination

Deadline tracking

Organization

Confidentiality

Google Workspace / MS 365

Independent work

Driver’s license

Background check

Flexibility

Tools

Google Workspace / Microsoft 365

Job description

Pay: $45,000.00 - $50,000.00 per year

Job description:

Executive Assistant to the Owner

Family-Owned Hospitality and Retail Group, 30A

Position Summary

We are seeking a highly organized, proactive, and trustworthy Executive Assistant to serve as the right hand to Owner Thomas Gallion. This individual will play an important role in managing the Owner’s professional and personal commitments, protecting his time, coordinating priorities, and ensuring that important details and follow-ups are handled efficiently.

The ideal candidate is resourceful, discreet, detail-oriented, and comfortable managing competing priorities in a fast-paced business environment. This position requires someone who anticipates needs, takes initiative, exercises sound judgment, and can be trusted with confidential business, financial, and personal information.

The Owner is the primary focus of this role. Additional administrative support will be provided to the Director of Operations and the Chief Marketing & Growth Officer as time and priorities allow.

Position Title: Executive Assistant to the Owner
Reports To: Thomas Gallion, Owner
Additional Support: Tyler Parker, Director of Operations, and Victoria Preston, Chief Marketing & Growth Officer
Location: South Walton, Florida; primarily on-site, with local driving required
Schedule: Full-time, approximately 40 hours per week, with occasional evening and weekend availability as business needs require
Compensation: $45,000–$50,000 annually, based on experience

About Our Company

Our group operates a diverse portfolio of hospitality, retail, media, and lifestyle businesses along Scenic Highway 30A, including Shunk Gulley Oyster Bar, Gallion’s Rosemary Beach, Beach Happy Cafe, wine and spirits retail locations, and The 30A Company, the established media and apparel brand behind 30A.com and The 30A Store locations.

Key Responsibilities

Executive & Business Support

Calendar Management: Manage the Owner’s calendar, including meetings, interviews, site visits, appointments, and calls. Identify scheduling conflicts and proactively coordinate changes.
Communication Management: Monitor incoming emails, calls, and requests; identify urgent matters; draft routine correspondence for approval; and maintain a list of outstanding items requiring follow-up.
Meeting Preparation: Prepare agendas, briefing materials, documents, and meeting notes. Track decisions, assignments, and deadlines to ensure timely completion.
Executive Coordination: Coordinate with the Director of Operations, Chief Marketing & Growth Officer, and business-unit leaders to keep approvals, decisions, and projects moving forward.
Deadline & Document Tracking: Monitor deadlines for contracts, permits, renewals, signatures, and other important business and real estate matters.
Administrative Support: Assist the Director of Operations and Chief Marketing & Growth Officer with scheduling, interview coordination, document preparation, meeting notes, and special projects as assigned, subject to the Owner’s priorities.
Organization & Confidentiality: Maintain organized digital and physical files and handle confidential company, financial, employee, and personal information with discretion.

Qualifications

At least two years of experience as an Executive Assistant, Personal Assistant, Office Manager, or in a comparable administrative role supporting an owner or senior executive.
Demonstrated ability to manage multiple priorities, competing deadlines, and requests from more than one leader.
Exceptional organizational skills, attention to detail, and follow-through.
Strong written and verbal communication skills.
Proven ability to handle confidential business, financial, employee, and personal information.
Proficiency in Google Workspace or Microsoft 365, calendar management, email, and digital organizational tools.
Ability to work independently, anticipate needs, and complete tasks without constant supervision.
Valid driver’s license, reliable transportation, and an acceptable driving record.
Flexibility to accommodate occasional evening or weekend responsibilities as needed.
Successful completion of a background check, consistent with applicable law.

Preferred Qualifications

Experience in hospitality, retail, real estate, construction, or a multi-business organization.
Familiarity with the 30A and South Walton area.
Experience coordinating executive travel, household vendors, personal appointments, or confidential administrative matters.
Comfort working in a fast-paced environment where priorities may change quickly.

Compensation & Benefits

Annual Salary: $45,000–$50,000, based on experience and qualifications.
Health Insurance: Employer contribution of 50% toward the applicable health insurance premium, (EMPLOYEE ONLY) subject to plan terms and eligibility.
Paid Time Off: 56 hours during the first year of employment, increasing to 112 hours after the first year, subject to company policy.
Fuel Stipend: Available.
Phone Stipend: Available.

Paid time off is intended to cover vacation, sick time, personal days, and other personal absences, in accordance with company policy.

What Success Looks Like

The Owner begins each week with a clear understanding of upcoming commitments, priorities, and decisions requiring his attention.
Appointments, deadlines, and follow-ups are managed consistently, with no avoidable missed commitments.
Communication between the Owner’s office, company leadership, employees, and business partners is timely and professional.
Travel, personal logistics, and administrative responsibilities are handled efficiently and discreetly.
The Owner spends less time managing scheduling, errands, and routine logistics and more time focused on business priorities.
The Executive Assistant operates with a high degree of independence, accountability, and trust.

Benefits: