Executive Personal Assistant

Ultimate Staffing; North Carolina; On-site; USD 82,656,000 - 96,432,000; Full time

Benefits offered by this job

Competitive hourly rate

Job summary

Ultimate Staffing is seeking an experienced Executive Personal Assistant to support the Chairman in RTP, North Carolina. The role combines executive support with building and property management responsibilities in a fast-paced environment.

Responsibilities include calendar control, travel logistics, confidential communications, vendor coordination, and overseeing property operations. Monday–Friday, 8:00 AM–5:00 PM, with an hourly rate of $31.25 and a focus on discretion and accuracy.

Qualifications

• 5+ years of experience in executive assistance, personal assistance, property management, household management, hospitality, facilities management, or a related field.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Demonstrated ability to manage confidential and sensitive information.
• Strong attention to detail and follow-through.
• Professional demeanor and excellent interpersonal skills.
• Strong vendor and contractor management abilities.
• Proficiency with Microsoft Office, calendar-management systems, and common administrative software.
• Ability to work independently and exercise sound judgment.
• Flexibility to respond to occasional after-hours or urgent property matters.

Responsibilities

• Manage the Chairman's calendar, appointments, meetings, important deadlines, and daily schedule.
• Coordinate personal and professional commitments, travel, transportation, and reservations.
• Prepare itineraries and coordinate logistics for domestic and international travel.
• Monitor emails, correspondence, phone calls, and other communications as requested.
• Handle confidential documents, information, and personal matters with discretion.
• Coordinate appointments with physicians, advisors, contractors, service providers, and other professionals.
• Assist with personal errands, purchases, deliveries, and special projects.
• Maintain organized records, files, receipts, invoices, and other documentation.
• Oversee day-to-day operation and appearance of the building/property.
• Coordinate routine and preventative maintenance, repairs, inspections, and improvements.
• Manage relationships with contractors, vendors, maintenance personnel, cleaners, landscapers, security providers, and other service professionals.
• Obtain estimates, schedule work, monitor projects, and verify that work is completed properly.
• Conduct regular property inspections and identify maintenance, safety, cleanliness, or operational issues.
• Coordinate emergency repairs and respond promptly to urgent property issues.
• Maintain an organized record of warranties, service agreements, inspections, permits, equipment information, and building documentation.
• Review invoices and confirm that services were completed before submitting expenses for approval.
• Respond to tenant requests and communicate with potential tenants, including giving tours and showing available space.
• Manage multiple projects simultaneously while maintaining accurate timelines and follow-up.

Skills

Executive assistance

Personal assistance

Property management

Time management

Communication

Vendor management

Attention to detail

Discretion

Independent work

Interpersonal skills

Tools

Microsoft Office

Calendar management systems

Job description

Ultimate Staffing is actively seeking an experienced Executive Personal Assistant to join their client's esteemed team in RTP, North Carolina. The role is designed for a highly organized and detail-oriented professional who will assist the Chairman with both executive and personal tasks, ensuring seamless operations and communication.

Executive & Personal Assistance

• Manage the Chairman's calendar, appointments, meetings, important deadlines, and daily schedule.
• Coordinate personal and professional commitments, travel, transportation, and reservations.
• Prepare itineraries and coordinate logistics for domestic and international travel.
• Monitor emails, correspondence, phone calls, and other communications as requested.
• Handle confidential documents, information, and personal matters with the highest level of discretion.
• Coordinate appointments with physicians, advisors, contractors, service providers, and other professionals.
• Assist with personal errands, purchases, deliveries, and special projects.
• Maintain organized records, files, receipts, invoices, and other documentation.

Building & Property Management

• Oversee the day-to-day operation and appearance of the building/property.
• Coordinate routine and preventative maintenance, repairs, inspections, and improvements.
• Manage relationships with contractors, vendors, maintenance personnel, cleaners, landscapers, security providers, and other service professionals. Obtain estimates, schedule work, monitor projects, and verify that work is completed properly.
• Conduct regular property inspections and identify maintenance, safety, cleanliness, or operational issues.
• Coordinate emergency repairs and respond promptly to urgent property issues.
• Maintain an organized record of warranties, service agreements, inspections, permits, equipment information, and building documentation.
• Review invoices and confirm that services were completed before submitting expenses for approval.
• Respond to tenant requests and communicate with potential tenants, including giving tours and showing available space.
• Manage multiple projects simultaneously while maintaining accurate timelines and follow-up.

Qualifications

• 5+ years of experience in executive assistance, personal assistance, property management, household management, hospitality, facilities management, or a related field.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Demonstrated ability to manage confidential and sensitive information.
• Strong attention to detail and follow-through.
• Professional demeanor and excellent interpersonal skills.
• Strong vendor and contractor management abilities.
• Proficiency with Microsoft Office, calendar-management systems, and common administrative software.
• Ability to work independently and exercise sound judgment.
• Flexibility to respond to occasional after-hours or urgent property matters.

Required Work Hours

Monday - Friday, 8:00 AM - 5:00 PM

Benefits

The position offers a competitive hourly rate of $31.25.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.