Executive Assistant & Special Projects Coordinator

Executive Assistant & Special Projects Coordinator

Ponte Vedra Beach / Jacksonville, FL | $28–$35/hour | 25–35 hours/week initially, with opportunity to grow into full-time

Help an entrepreneur build interesting businesses, reclaim his time, and make ambitious things happen.

I'm an entrepreneur based in Ponte Vedra Beach, looking for an exceptionally capable, organized, resourceful person to become my right hand.

I've built and sold businesses, and now spend my time developing new ventures, advising companies, investing, and pursuing interesting opportunities.

I'm involved in several exciting projects, including a consumer products brand, consulting engagements, and a new educational business. I also have a family, a busy household, and a strong belief that life should be full of fun, adventure, and interesting experiences—not endless administrative tasks.

I'm looking for someone who can help make all of that work.

This is part executive assistant, part project coordinator, part researcher, and part personal assistant.

Most importantly, it's a role for someone who loves turning ideas into finished results.

What you'll actually do

1. Keep business projects moving

• Track projects, deadlines, deliverables, and next steps across several businesses.
• Coordinate with designers, developers, contractors, agencies, and business partners.
• Research potential vendors, collect quotes, compare options, and recommend solutions.
• Help prepare presentations, proposals, documents, and research for new business opportunities.
• Follow up with people to ensure commitments turn into action.
• Take a loosely defined idea and figure out the practical steps required to execute it.

2. Manage my calendar and protect my time

• Coordinate meetings, calls, appointments, and business commitments.
• Help structure my week around high-value work and personal priorities.
• Keep track of follow-ups and make sure nothing important falls through the cracks.
• Anticipate scheduling conflicts and solve them before they become problems.

3. Handle personal and household logistics

• Arrange appointments, reservations, travel, and recreational activities.
• Coordinate household services, repairs, deliveries, and errands.
• Help research and organize purchases, gifts, experiences, and events.
• Handle the miscellaneous life-admin tasks that accumulate throughout the week.

4. Solve problems independently

This is probably the most important responsibility.

If I say, "I need a great web designer for this project," I don't want someone who simply adds "find web designer" to a task list.

I'd love someone who comes back with:

"I found six candidates, narrowed them down to three, got their pricing and availability, checked their work, and I recommend this one. Here's why."

That's the kind of initiative I'm looking for.

Who you are

You're exceptionally organized, but you're not someone who needs every task explained step by step.

You're intelligent, curious, reliable, and resourceful. You enjoy solving problems, learning new tools, and getting things done.

You probably have some combination of the following qualities:

• Proactive: You anticipate what needs to happen next rather than waiting for instructions.
• Resourceful: If you don't know how to do something, you're excellent at finding out.
• Technically comfortable: You're confident using modern software, AI tools, spreadsheets, and project-management applications.
• Highly organized: You can juggle multiple priorities without losing track of important details.
• An excellent communicator: You're comfortable interacting professionally with executives, contractors, vendors, and business partners.
• Detail-oriented: You catch mistakes, verify information, and follow through.
• Discreet and trustworthy: You understand the importance of confidentiality when working with business and personal information.
• Execution-focused: You get real satisfaction from checking something off because it's actually finished.

You don't need decades of executive-assistant experience. Experience in executive support, operations, project coordination, hospitality management, or working for a founder could all be valuable.

I'm more interested in your judgment, resourcefulness, and attitude than your résumé or credentials.

What makes this opportunity different?

You'll be working directly with an entrepreneur across multiple businesses and projects, with substantial variety and opportunities to learn.

One day you might be coordinating a new product launch. Another day you might be researching a strategic business opportunity, organizing a presentation, comparing service providers, or planning an excellent weekend.

You'll have meaningful responsibility, direct access to decision-making, and opportunities to grow as you demonstrate capability.

I value initiative, efficiency, good judgment, and a sense of humor.

I don't believe work needs to be unnecessarily formal or bureaucratic. I want to build a working relationship based on trust, clear priorities, and excellent results.

Success in this role means important things get done without me having to think about them constantly.

The practical details

• Location: Ponte Vedra Beach / Jacksonville, Florida. This is a primarily in-person role, with some flexibility.
• Schedule: Initially approximately 25–35 hours per week, generally during weekday business hours.
• Compensation: $28–$35/hour to start, depending on experience and capabilities.
• Growth: Opportunity to develop into a full-time position with increased responsibilities and performance-based compensation.
• Start: As soon as we find the right person.
• Selection process: Short interviews, a paid practical exercise, and a paid working trial for the finalist.

How to apply

Please submit your résumé and answer the following three questions. Thoughtful, specific answers matter considerably more than a polished cover letter.

1. Tell me about a time you were given a vague or complicated task, figured out how to approach it independently, and got it done. What did you actually do?

2. Imagine I say: "I need someone to build a polished website for a new business. I don't want to spend more than $5,000, and I want it live in six weeks." What would your first five steps be?

3. What tools, software, or AI applications do you use to make yourself more organized and effective? Give specific examples of how you've used them.

I'm looking for someone who enjoys taking ownership, solving problems, and making things happen.

If that sounds like you, I'd love to hear from you.

Pay: $51,000.00 - $64,000.00 per year

Benefits:

• Flexible schedule
• Professional development assistance

Work Location: Hybrid remote in Ponte Vedra Beach, FL 32082