Executive Assistant to Business Owner Entrepreneur

SHIELD WALL SYSTEMS OF FLORIDA LLC; Melbourne (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

SHIELD WALL SYSTEMS OF FLORIDA LLC is seeking an Executive Assistant to directly support the owner and entrepreneur managing several companies, real estate ventures, and construction-related businesses. This in-person role in Melbourne/Suntree requires proactive problem solving, organizational prowess, and the ability to stay ahead of priorities across diverse projects.

You will manage calendars, organize communications, prepare meeting materials, and coordinate with a broad network of

Qualifications

• Experience supporting an executive or entrepreneur with multiple ventures.
• Strong organizational skills, proactive prioritization, and follow-through.
• Comfortable with research, problem solving, and executive briefings.

Responsibilities

• Manage owner calendar, meetings, reminders, and deadlines across several businesses.
• Organize emails, documents, and important information; prepare agendas and summaries.
• Coordinate with contractors, tenants, vendors, attorneys, and consultants as needed.
• Track commitments, follow up on tasks, and ensure action items are completed.
• Prepare for meetings, calls, and decision points; anticipate owner needs.
• Research issues, compare options, gather quotes, and summarize findings.

Skills

Executive support

Calendar management

Project coordination

Tech-savvy

AI tools proficiency

Tools

Microsoft Outlook

Microsoft Excel

Cloud storage

Project management tools

Job description

Job Description

Job Description

Executive Assistant to Business Owner / Entrepreneur

Full-Time | In-Person | Melbourne / Suntree, Florida

We are seeking an exceptional Executive Assistant to work directly with a business owner and entrepreneur managing multiple companies, real estate investments, properties, construction-related businesses, active projects, and new business ventures.

This is not a traditional administrative assistant position and is not a role dedicated to one company.

We are looking for someone who can become the owner's right hand —keeping priorities organized, following up on commitments, coordinating across multiple businesses, solving problems, and eventually knowing the businesses well enough to stay one step ahead.

The right person doesn't wait to be told what to do next. You notice what needs attention, research problems, follow up until things are completed, and know when something requires the owner's involvement versus when you can simply handle it.

What You'll Do

Executive Support & Organization

• Manage calendar, meetings, appointments, reminders, deadlines, and priorities.
• Maintain daily and weekly priorities across multiple businesses and projects.
• Organize emails, documents, correspondence, files, and important information.
• Prepare meeting agendas, notes, summaries, and follow-up items.
• Track commitments and make sure important items don't fall through the cracks.
• Help determine what requires the owner's attention and what can be handled independently.
• Prepare the owner for meetings, calls, decisions, and upcoming deadlines.

Multi-Business & Project Coordination

• Track projects and priorities across multiple companies, properties, and investments.
• Coordinate with employees, contractors, vendors, tenants, clients, attorneys, accountants, real estate professionals, and other advisors.
• Follow up persistently and professionally on outstanding items.
• Track assignments, approvals, deadlines, open questions, and decisions.
• Obtain quotes, gather information, schedule appointments and contractors, and coordinate projects.
• Make sure decisions actually turn into completed actions.
• Maintain organized trackers, spreadsheets, reports, and project information.

Research & Problem Solving

We want someone who brings solutions, not just problems.

You will be expected to:

• Research issues independently before escalating them.
• Gather and compare information, vendors, quotes, and options.
• Identify missing information needed to make decisions.
• Summarize complicated matters so the owner can quickly understand the situation.
• Recognize potential problems and approaching deadlines.
• Determine what you can resolve independently and what truly requires the owner's decision.

Real Estate & Special Projects

• Assist with properties, tenants, leases, renovations, investments, and real estate transactions.
• Coordinate contractors, inspections, repairs, documents, appointments, and deadlines.
• Maintain organized records for properties and investments.
• Research new business ideas, opportunities, vendors, systems, and potential partnerships.
• Assist with special projects and new ventures as they develop.

Technology & AI

Strong technology skills are required.

You should be highly comfortable with Microsoft Outlook, Word, Excel, cloud-based file systems, calendars, spreadsheets, online research, project-management tools, and learning new business software.

Experience using ChatGPT and other AI tools for professional productivity is strongly preferred.

We are particularly interested in candidates who understand how to use AI for more than writing an email—for example:

• Research and analysis
• Document and correspondence summaries
• Meeting preparation
• Creating procedures and reports
• Organizing information
• Comparing options
• Extracting action items
• Improving workflows
• Solving unfamiliar problems
• Increasing executive productivity

You don't need to know every system we use on day one. You do need to be technologically confident, resourceful, and able to figure things out.

Who We're Looking For

You may be a great fit if you are:

• Exceptionally organized and detail-oriented
• Proactive rather than reactive
• A strong problem solver
• Persistent about following up and closing open loops
• Comfortable managing many priorities simultaneously
• Able to work independently without constant direction
• Comfortable with rapidly changing priorities
• Professional and confident communicating with executives and outside professionals
• Able to distinguish between urgent, important, and simply noisy
• Interested in business and how companies operate
• Highly proficient with computers and technology
• Extremely trustworthy with confidential information
• Someone who naturally thinks one or two steps ahead

Previous experience supporting an entrepreneur, business owner, CEO, executive, family office, real estate principal, developer, or someone responsible for multiple businesses or investments is strongly preferred.

Experience in real estate, property management, construction, entrepreneurship, privately owned businesses, or project coordination is particularly valuable.

What Success Looks Like

We are looking for the person who sees an unanswered email and knows it needs follow-up.

The person who notices a deadline approaching before the owner does.

The person who hears an idea, captures it, researches it, and makes sure it doesn't disappear.

The person who encounters a problem, investigates it, and comes back with possible solutions.

And ultimately, the person who can say:

"You don't need to worry about that. I already handled it."

Long-Term Opportunity

We are looking for someone long-term.

As you learn the businesses, demonstrate good judgment, and earn trust, you will take on increasing responsibility and authority.

The goal is to develop this person into a highly trusted right hand to the owner who understands what is happening across the businesses and helps keep the entire portfolio moving forward.

This position is designed to grow in responsibility, influence, and compensation as the individual grows with the organization.

Compensation

Competitive salary based on experience and capabilities.

Performance bonus opportunities will be discussed with qualified candidates.

Company Description

We are a cold-formed steel stud, truss, and wall panel manufacturer based in Florida.