Executive Assistant

Wellbiltdoors; Ocala (FL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Paid holidays

Vacation time

Health insurance after 90 days

Job summary

Well Bilt Industries USA, LLC is seeking an Executive Assistant to provide direct support to the CEO and help drive the efficiency of the leadership team. The role requires discretion, organization, and strong calendar and document management in a fast-paced, in‑office setting in Ocala, FL.

You will handle calendars, spreadsheets, permits, and confidential information, coordinate with teams, draft communications, and prepare reports for executive decisions. A background check is required.

Qualifications

• 4+ years of experience as an Executive Assistant or similar role.
• Strong proficiency in Microsoft Office Suite and Google Workspace.

Responsibilities

• Serve as the primary administrative support for the CEO.
• Maintain and coordinate the CEO’s calendar and meetings.
• Prepare and manage spreadsheets, reports, and documents for decisions.
• Handle permitting, paperwork, and compliance tasks.
• Manage communications on behalf of the CEO.
• Coordinate with internal staff, clients, and external partners.
• Maintain confidential files and sensitive information with discretion.
• Anticipate needs and assist with special projects across departments.
• Represent the CEO and company professionally.

Skills

Executive support experience

Organizational skills

Discretion and confidentiality

Proactive problem solving

Tools

Microsoft Office Suite (Excel, Word, Outlook)

Google Workspace

Job description

We are seeking a highly organized and trustworthy Executive Assistant to provide direct support to our CEO and help drive the efficiency of our leadership team. The ideal candidate will be detail-oriented, proactive, and skilled in managing complex calendars, spreadsheets, and permitting processes. This role requires discretion, professionalism, and comfort handling sensitive information, including personal logins and confidential company data. If you are an experienced administrative professional looking for an opportunity to make a meaningful impact at the executive level, we encourage you to apply. Your support will be essential in enabling our CEO to focus on big-picture strategy and growth.

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.