Hybrid Executive Assistant & Operations Partner

W3Global; West Palm Beach (FL); Hybrid; USD 52,000 - 75,000; Full time

Job summary

W3Global is seeking a proactive, detail‑oriented executive assistant to support the owner and coordinate across departments in a growing business. This hybrid role combines high‑level scheduling with hands‑on operational support to keep priorities moving forward.

You will own the owner’s calendar, manage meetings and reporting, shield time for strategic work, and drive close‑out on open items. You’ll also handle recruiting, insurance, vendor quotes, invoicing, and site communications.

Qualifications

• Experience supporting an executive or owner.
• Strong calendar management and scheduling accuracy.
• Proactive, detail‑oriented approach to coordinating multiple teams.

Responsibilities

• Own the owner’s calendar, schedule meetings, and protect time for priorities.
• Coordinate cross‑department communication and drive follow‑up to closure.
• Manage reporting, receivables, vendor quotes, and contract reviews.
• Lead recruiting processes for open roles and maintain candidate pipelines.
• Handle insurance administration, accounts payable/receivable coordination, and client communications.

Skills

Executive support

Calendar management

Meeting coordination

Cross-functional communication

Accounts receivable

Vendor management

Recruiting

HubSpot CRM

Billing & contracts

Tools

HubSpot

Job description

W3Global is seeking a proactive, detail‑oriented executive assistant to support the owner and coordinate across departments in a growing business. This hybrid role combines high‑level scheduling with hands‑on operational support to keep priorities moving forward.

You will own the owner’s calendar, manage meetings and reporting, shield time for strategic work, and drive close‑out on open items. You’ll also handle recruiting, insurance, vendor quotes, invoicing, and site communications.