Executive Assistant

Invisible Ventures; Sarasota (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

Invisible Ventures seeks an exceptionally organized Executive Assistant to support an executive overseeing a diverse portfolio of businesses and investments. You will help manage professional and personal priorities, coordinate communications, maintain relationships, and ensure initiatives move forward with sound judgment and discretion.

The role thrives in a fast-paced, entrepreneurial environment, demanding initiative, resourcefulness, and strong interpersonal skills.

Qualifications

• Experience supporting a senior executive or business leader.
• Strong organization, time management, and multitasking abilities with excellent written and verbal communication.
• Proficiency with Google Workspace and modern productivity tools.
• Ability to maintain confidentiality and exercise sound judgment.
• Flexibility to accommodate occasional evening commitments and changing schedules.

Responsibilities

• Manage a complex calendar, coordinate meetings, and prioritize competing commitments.
• Organize schedules, travel, and day-to-day logistics.
• Prepare meeting materials, agendas, briefings, and follow-up communications.
• Assist with managing email, correspondence, and invitations.
• Track initiatives, deadlines, and action items; coordinate with internal teams and external partners.

Skills

Calendar management

Travel coordination

Communication

Discretion

Google Workspace

Multitasking

Tech-savvy

Tools

Google Workspace

Job description

Position Overview

We are seeking an exceptionally organized, resourceful, and proactive Executive Assistant to support an executive overseeing a diverse portfolio of businesses, investments, and community initiatives. This is a dynamic role for someone who thrives in a fast-paced, entrepreneurial environment and enjoys bringing structure to complexity.

The ideal candidate will serve as a trusted partner, helping manage professional and personal priorities, coordinate communications, maintain relationships, and ensure important initiatives continue moving forward.

Success in this role requires sound judgment, discretion, adaptability, and the ability to anticipate needs rather than simply respond to requests.

Key Responsibilities

Executive & Administrative Support

• Manage a complex calendar, coordinate meetings, and prioritize competing commitments.
• Organize schedules, appointments, travel, and day-to-day logistics.
• Prepare meeting materials, agendas, briefings, and follow-up communications.
• Anticipate scheduling conflicts, deadlines, and upcoming needs.
• Help protect time for high-priority activities and strategic initiatives.

Communications & Relationship Management

• Assist with managing email, correspondence, and incoming requests.
• Draft and coordinate professional communications, invitations, and follow-ups.
• Maintain contact information and support ongoing relationship management.
• Coordinate communication with business partners, colleagues, and community stakeholders.
• Ensure important conversations and commitments receive timely attention.

Project & Priority Coordination

• Track key initiatives, deadlines, action items, and outstanding commitments.
• Coordinate with internal teams and external partners to maintain momentum.
• Organize information, documents, and project updates.
• Conduct research and assist with presentations, proposals, and special projects.
• Identify opportunities to improve organization, efficiency, and accountability.

Technology & Organization

• Maintain efficient systems for organizing communications, files, calendars, and tasks.
• Leverage technology, AI, and productivity tools to streamline workflows.
• Proactively recommend improvements to systems and processes.

Ideal Candidate

We are looking for someone who combines exceptional organizational ability with initiative, curiosity, and strong interpersonal skills.

The ideal candidate is:

• Proactive: Anticipates needs and takes initiative without constant direction.
• Organized: Comfortable managing multiple priorities in a dynamic environment.
• Resourceful: Finds solutions, solves problems, and follows through.
• Discreet: Demonstrates sound judgment and handles confidential information with care.
• Adaptable: Equally comfortable with strategic projects and everyday logistics.
• Communicative: Possesses excellent written and verbal communication skills.
• Tech-Savvy: Comfortable with modern productivity platforms, AI tools, and digital workflows.
• Personable: Builds relationships naturally and represents the executive with professionalism and warmth.

Qualifications

• Previous experience supporting a senior executive, entrepreneur, or business leader preferred.
• Exceptional organizational, time management, and multitasking abilities.Strong written and verbal communication skills.
• Proficiency with Google Workspace and modern business productivity tools.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Flexibility to accommodate occasional evening commitments, events, and changing schedules.
• Tampa Bay based, with reliable transportation.

What Success Looks Like

• The right person will bring clarity, organization, and momentum to a demanding and varied schedule.
• They will ensure priorities are managed, communications are timely, commitments are fulfilled, and important details are handled without constant oversight.
• Above all, they will create greater capacity for the executive to focus on leadership, creativity, relationships, and building what comes next.

The Opportunity

• This is an opportunity to work closely with an entrepreneurial leader whose interests span business, creativity, innovation, and community impact.
• No two days will be exactly alike. The role offers exposure to diverse industries, interesting people, meaningful initiatives, and the opportunity to grow alongside an evolving portfolio of businesses.
• We are looking for someone who brings energy, intelligence, integrity, and a genuine sense of ownership to their work.