Founder’s Office & Personal Coordinator

SurgeU; Town of Florida (NY); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Health, dental, vision, life

Paid time off and holidays

Job summary

SurgeU is seeking a Founder’s Office & Personal Coordinator to provide high-level administrative and personal support to the Founder and family. This in-person role handles calendar, travel, meetings, expense tracking, and confidential financial tasks.

You will coordinate logistics, prepare materials, maintain files, manage Asana tasks, and liaise with vendors. The ideal candidate is discreet, detail-oriented, and experienced in executive support.

Qualifications

• 2+ years of experience in administrative support or executive support.
• Strong organizational and time-management skills with attention to detail.
• Proven ability to handle confidential information and manage multiple priorities.

Responsibilities

• Provide day-to-day administrative support to the Founder’s Office Director.
• Coordinate calendar, scheduling, appointments, and meeting logistics.
• Arrange personal and business travel including flights, hotels, transportation, and itineraries.
• Prepare documents, presentations, agendas, and other correspondence.
• Process invoices, receipts, and expense reports; maintain financial records.
• Maintain organized digital and physical files and SOPs.
• Update tasks and calendars in Asana and other systems.
• Ensure deadlines are met and follow up on action items.
• Assist with event planning, logistics, and post-event follow-up.

Skills

Administrative support

Executive support

Calendar management

Travel coordination

Attention to detail

Tools

Asana

Microsoft Office

Job description

Job Title :Founder’s Office & Personal Coordinator

Employment Type : Full-Time, 40 hours/week

Reports to: Founder’s Office Director

FLSA Status : Exempt

Position Type: I n-person

Who We Are

SurgeU is a mission-driven parent company overseeing a family of brands, including Life Surge, focused on faith-based business education and empowerment. One of the fastest-growing organizations in the country, Life Surge/SurgeU exists to inspire, train, and equip people to build their personal impact in ways that glorify God.By producing 30+ annual events and providing financial education to thousands around the nation, we do just that.

We are a team of experienced professionals who are passionate about helping people learn, grow, and connect so they may live more enriched lives. Our culture is one where we celebrate each other, individually and as a team. We look to acknowledge and reward our star performers. Let your light shine in our company!

Responsibilities:

• Provide day-to-day administrative support to the Director of the Founder’s Office and broader Founder’s Office.
• Assist with calendar coordination, scheduling, appointments, and meeting logistics.
• Coordinate business and personal travel, including flights, hotels, transportation, itineraries, dining reservations, and other travel details.
• Prepare documents, presentations, meeting materials, agendas, and other correspondence as needed.
• Assist with expense reports, receipts, documentation, and administrative recordkeeping.
• Maintain organized digital and physical files.
• Update Asana tasks, trackers, calendars, and other organizational systems.
• Track assigned action items and provide consistent follow- through to ensure deadlines and commitments are completed.
• Assist with special projects and administrative requests as assigned by the Director of the Founder’s Office.
• Anticipate administrative needs and proactively address details before they become issues.
• Assist with day-to-day financial administration for the Founder and Founder’s Office under the direction of the Director.
• Process invoices, payments, reimbursements, and other routine financial transactions.
• Organize and track receipts and expenses, assisting with credit card reconciliation and expense categorization.
• Maintain accurate and organized financial documentation and records.
• Monitor recurring payments and assist in ensuring payments are processed on time.
• Gather and organize documentation requested by banks, accountants, financial institutions, or internal Finance teams.
• Assist with financial trackers, reports, and administrative preparation as needed.
• Maintain strict confidentiality regarding all personal and business financial information.
• Provide administrative and logistical support for the Founder and family under the direction of the Director of the Founder’s Office.
• Arrange personal and family travel, including transportation, lodging, itineraries, reservations, and special accommodations.
• Coordinate dining reservations, entertainment, activities, and other personal arrangements.
• Assist with household scheduling, including vendors, maintenance, repairs, service providers, and deliveries.
• Assist with personal purchases, online orders, returns, exchanges, pickups, and deliveries.
• Coordinate gifts, flowers, cards, birthdays, anniversaries, holidays, and other special occasions.
• Assist with planning family gatherings, celebrations, dinners, and other personal events.
• Maintain important personal, household, and family records and documentation as appropriate.
• Handle errands and miscellaneous personal requests as needed.
• Exercise exceptional discretion and professionalism when handling sensitive family and personal matters.
• Assist with planning and executing Founder’s Office business and personal events, dinners, celebrations, retreats, meetings, and special gatherings.
• Assist with invitations, guest lists, RSVPs, seating arrangements, and attendee communications
• Coordinate with internal teams and external vendors to ensure event details are executed according to expectations.
• Track event timelines, budgets, deposits, contracts, and vendor deliverables.
• Assist with onsite event setup, execution, guest experience, and breakdown as needed.
• Coordinate VIP and special guest logistics, including travel, transportation, accommodations, gifting, and hospitality.
• Anticipate guest and host needs to create organized, thoughtful, and high-quality experiences.
• Assist with post-event follow-up, invoices, thank-you gifts, documentation, and outstanding action items.
• Support the day-to-day administrative operations of the Founder’s Office.
• Communicate with vendors and service providers regarding maintenance, repairs, and routine operational needs.
• Assist with meeting preparation, conference room setup, meals, refreshments, and hospitality.
• Maintain organized office spaces, supplies, files, and resources.
• Assist with onboarding logistics and workspace preparation when needed.
• Maintain and update SOPs, checklists, contact lists, vendor information, and other operational documentation.
• Coordinate smaller projects from assignment through completion.
• Help identify outstanding details and ensure assigned tasks do not fall through the cracks.
• Serve as a reliable point of coordination between the Director, internal departments, vendors, and service providers.

Qualifications:

• 2+ years of experience in administrative support, executive support, office coordination, personal assistance, hospitality, event coordination, or a related role preferred.
• Exceptional organizational and time-management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Demonstrated ability to follow through and complete tasks with minimal reminders.
• Strong written and verbal communication skills .
• Comfortable working with financial information, invoices, expenses, and confidential documentation.
• Proficiency with Microsoft Office and comfort learning project-management and organizational systems such as Asana.
• Strong research and problem-solving abilities .
• Professional, polished, and service-oriented demeanor.
• Ability to remain calm, flexible, and solutions-focused when priorities change.
• Willingness to assist with both professional and personal responsibilities.
• Ability to exercise excellent judgment and maintain the highest level of confidentiality.
• Health, Dental, Vision, Life, Holiday, and Paid Time Off.
• Non-corporate, casual, entrepreneurial, comfortable, fun, and proactive work environment.
• High-level performers, disciplined, and self-motivated people will do very well in this environment.

Life Surge/SurgeU is an Equal Opportunity Employer. We value diversity and seek to empower each individual while supporting the many perspectives, skills, and experiences within our workforce. All employment is decided based on qualifications, merit, and business needs.