Executive Personal Assistant

Ultimate Staffing Services; North Carolina; On-site; USD 37,000 - 50,000; Full time

Job summary

Ultimate Staffing is seeking an experienced Executive Personal Assistant to support the Chairman in RTP, North Carolina. The role handles executive and personal tasks, ensuring seamless operations and clear communication.

Responsibilities include managing calendars, coordinating travel, handling confidential information, and coordinating with vendors and service providers. Hours are Mon–Fri, 8:00 AM–5:00 PM, with an hourly rate of $31.25.

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.

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 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.
• 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.
• 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 support

Organizational skills

Communication

Vendor management

Microsoft Office

Calendar management

Tools

Calendar software

Administrative software

Job description

Executive Personal Assistant (JN -092026-431559) North Carolina, USA

Salary: USD31.25 - USD31.25 per hour

Position Overview

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.

Responsibilities

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

The position offers a competitive hourly rate of $31.25.