ADMIN / PERSONAL ASSISTANT

ADMIN / PERSONAL ASSISTANT

You are a self-driven, solution-oriented, dynamic individual ready to help a luxury home organizing and moving concierge service grow. This role exists to pull operator-level tasks off the CEO's plate so she can focus on leading, selling, and growing Palm Beach Organized. Success means the business runs cleanly behind the scenes — clients are scheduled, systems are maintained, the team is coordinated, and nothing falls through the cracks.

• Respond to all inbound client inquiries via email and phone with initial information and next steps; schedule consultations, walkthroughs, and project start dates
• Manage the shared calendar - project dates, consultations, and team availability — and send all client confirmation, reminder, and follow-up communications
• Maintain Dubsado/ GoHighLevel: keep client records, project statuses, contracts, proposals, and invoices current; follow up on outstanding invoices and unsigned contracts; flag anything requiring Marina's judgment
• Execute email marketing sends in Flodesk using existing templates; manage list segments and hygiene; report open and click performance summaries to Marina monthly
• Place and track supply orders per existing SOP; confirm delivery windows and coordinate with on-site team; maintain vendor contact list and reorder cadence
• Collect team availability every Tuesday by 2pm (follow up if not received); enter schedules into the team doc and send out job schedules to organizers
• Track organizer hours weekly — request submissions by Friday noon; enter figures for 1099 payment tracking
• Organize job photos into folders by project; coordinate photo submission process with on-site team
• Keep existing SOPs updated as processes evolve; convert Marina's notes and voice memos into clean written SOPs; maintain an indexed SOP library
• Track expenses and receipts for bookkeeping handoff; prepare weekly and monthly summaries of invoiced, collected, and outstanding amounts (grows into fuller bookkeeping responsibility over time)
• Manage hiring logistics: keep the organizer job ad active and updated monthly on job boards and social platforms; send standard screening messages; forward only applicants who submitted a video to Marina with screenshot filed under job applicants
• Log and track referral partner outreach (realtors, interior designers, builders, movers) — target 10-20 new contacts added per week; maintain tracking in the designated sheet and Dubsado
• Support monthly newsletter execution using Marina's topics and provided instructions; update photos and reviews per template
• Manage email inbox per Marina's rules — file, delete, flag, and action items per established protocols; pay authorized vendor invoices and file receipts under correct project folders

REQUIRED QUALIFICATIONS

• Proficiency in Dubsado or comparable CRM — must be able to manage workflows, contracts, and invoices from day one
• Strong written communication with a professional, polished tone appropriate for luxury clientele
• Highly organized with the ability to manage multiple priorities and deadlines simultaneously
• Reliable, detail-oriented, and proactive — flags issues before they become problems
• Comfortable with email marketing execution (Flodesk or similar)
• Valid driver's license and reliable transportation

PREFERRED

• Prior experience supporting a service-based small business or luxury brand
• Familiarity with basic bookkeeping or expense tracking
• Experience with social media coordination or newsletter execution
• Exposure to hiring logistics or applicant tracking

Pay: $20.00 - $22.00 per hour

Expected hours: 30.0 – 40.0 per week

Work Location: In person