Coastline Title of Pinellas

About the Role
We are a small, established real estate title company looking for an exceptional Executive Assistant to work directly with our CEO.
The ideal person is incredibly trustworthy, proactive, highly organized, personable, resourceful, and comfortable wearing many hats. You should enjoy closing loops, solving miscellaneous problems, and figuring things out without needing extensive direction.
What You’ll Do
Executive Support &amp; Accountability:
<ul>
<li>Manage and maintain the CEO’s work calendar by helping prioritize meetings, commitments, deadlines, and competing demands</li>
<li>Assist CEO with follow-ups, commitments, and business priorities</li>
<li>Maintain running task and follow-up lists and make sure important items get completed</li>
<li>Anticipate needs and take administrative or logistical work off the CEO’s plate</li>
<li>Help translate ideas and conversations into concrete next steps</li>
</ul>
Client Follow-Up &amp; Business Development Support:
<ul>
<li>Maintain organized prospect, client, and business-development follow-up lists</li>
<li>Track leads and relationships through the sales cycle</li>
<li>Run and review reports to identify active, past, and prospective business opportunities</li>
<li>Build target lists and help determine where follow-up is needed</li>
<li>Coordinate meetings, calls, lunches, events, and other client touchpoints</li>
<li>Prepare the CEO with the information he needs before meetings and outreach</li>
<li>Help establish greater consistency and process around client cultivation</li>
</ul>
Marketing &amp; Events:
<ul>
<li>Help coordinate approximately 3 - 5 company/client events per month</li>
<li>Manage invitations, RSVPs, food orders, vendors, venue details, and other event logistics</li>
<li>Create flyers, invitations, event pages, landing pages, and basic social media content</li>
<li>Attend events as needed and assist with setup, guest interaction, contact collection, photo booths, and general event support</li>
<li>Follow up with attendees after events</li>
<li>Maintain accurate contact information and convert event interactions into actionable follow-up</li>
</ul>
Office &amp; General Business Support:
<ul>
<li>Help resolve day-to-day office and administrative issues</li>
<li>Assist with basic technology troubleshooting when comfortable</li>
<li>Coordinate vendors or outside support when something needs to be fixed</li>
<li>Take ownership of one-off administrative projects</li>
<li>Look for ways to simplify processes and make things run more smoothly</li>
<li>Occasionally handle the miscellaneous but important tasks that inevitably arise in a small business</li>
</ul>
Who We’re Looking For (you will thrive if you are):
<ul>
<li>Exceptionally trustworthy</li>
<li>Proactive and naturally inclined to take ownership</li>
<li>Highly organized with strong attention to detail</li>
<li>Persistent about follow-through</li>
<li>Comfortable speaking with clients, vendors, and employees</li>
<li>Willing to pick up the phone and solve a problem</li>
<li>Resourceful and good at figuring things out independently</li>
<li>Comfortable shifting between client follow-up, events, scheduling, and miscellaneous administrative projects</li>
<li>Someone who takes pride in their work and has a strong work ethic</li>
<li>Low ego and comfortable with an all-hands-on-deck small-business environment</li>
<li>Able to work independently without needing to be micromanaged</li>
</ul>
Helpful Experience:
<ul>
<li>Executive or administrative support</li>
<li>Client relations, account management, sales support, or inside sales</li>
<li>Event coordination</li>
<li>Canva</li>
<li>CRM or lead-management systems</li>
<li>ChatGPT, Claude, or other AI productivity tools</li>
<li>Microsoft and Mac environments</li>
<li>Vendor management or negotiation</li>
<li>Basic office technology troubleshooting</li>
<li>Benefits or HR administration</li>
</ul>
Schedule &amp; Work Environment
This is a part-time position of approximately 20 - 30 hours per week, primarily during standard business hours.
We envision this working particularly well for someone who can provide approximately 4 - 6 highly productive hours per day and wants meaningful, substantive work without a traditional full-time schedule.
The position is hybrid, with regular in-person time expected. Face time matters in our company, particularly while establishing credibility and working rhythm with the CEO and team.
The Executive Assistant will also attend approximately 3 - 5 business and client events per month, most of which occur during normal business hours.
Pay: $30.00 - $36.00 per hour
Expected hours: 20.0 – 30.0 per week
Benefits:
<ul>
<li>Flexible schedule</li>
</ul>
Application Question(s):
<ul>
<li>Will you be able to reliably commute to Seminole, St. Petersburg and the surrounding area for this role?</li>
</ul>
Work Location: Hybrid remote in Seminole, FL 33776

Executive Assistant (Client Facing)

Executive Assistant (Client Facing)

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