Executive Assistant - Vacation Homes

Homes by Diana
US - Florida - saint petersburg
January 5, 2025

About the Role:

Hey there! Are you the kind of person who loves organization, creativity, and making things happen? I'm on the hunt for a proactive, detail-obsessed, and resourceful Executive Assistant to be my right hand in running and growing a thriving vacation rental design business.

This isn't your average desk job. You'll be juggling everything from communicating with contractors to coordinating fun and exciting design projects that transform homes into show-stopping spaces. I need someone sharp, self-motivated, and ready to take ownership of tasks without needing constant hand-holding.

If you're someone who thrives on solving problems, staying ahead of the game, and bringing order to chaos (while having a little fun along the way), this could be your dream role. Plus, you'll get to work in a creative, collaborative environment with plenty of opportunities for growth, autonomy, and the satisfaction of knowing your contributions make a real impact.

This isn't just a job-it's an opportunity to dive into a fast-paced, creative adventure where your skills will shine, your ideas will matter, and every day brings something new and exciting. Feeling like this could be your thing? Let's chat!

Key Responsibilities:

Administrative Support

Manage email inbox, respond to inquiries, and filter communications for priority.
Organize and maintain schedules and meetings.
Prepare and organize documents and presentations.
Handle personal errands and tasks as needed.

Project Management

Coordinate and track ongoing design and renovation projects.
Communicate with other team members, contractors, vendors, and clients to ensure project timelines are met.
Keep detailed records of project updates, budgets, and milestones.
Improve systems, help in creating workflows and Standard Operating Procedures

Design Support

Collaborate with Virtual Assistants and Design team in the following: furniture orders, tracking inventory, managing delivery timelines, and scheduling vendors/contractors

Problem-Solving and Initiative

Identify inefficiencies or potential issues and propose solutions.
Take initiative to handle unexpected challenges, such as missing orders or resolving contractor issues.

General Operations

Research tools, vendors, and best practices to improve business operations.
Assist in creating content or presentations for client pitches or marketing.

Ideal Candidate Will Have:

Work Ethic: A self-starter attitude with the ability to work independently and take ownership of tasks.
Organizational Skills: Exceptional attention to detail and ability to manage multiple priorities.
Problem-Solving Skills: Creativity in addressing challenges and finding effective solutions.
Communication Skills: Strong written and verbal communication.
Tech Savviness: Proficiency with tools like Google Workspace, Canva, Monday.com, and basic familiarity with design platforms.

Required Qualifications:

Proven experience in an administrative or project management role.
Local to Tampa/St. Petersburg area (this is a hybrid role).
Availability to work 40 hours per week.
Valid driver's license and reliable transportation.

What You'll Gain:

The opportunity to work closely with a business owner on exciting, creative projects.
A role where your contributions have a direct impact on the success of the business.
Flexible work hours and a supportive, dynamic environment.
Opportunities for growth and expanded responsibilities over time.

How to Apply:

Submit your resume
You MUST fill out this google form completely, to be considered. LINK: /forms.gle/iHHdTnspuCR5zqrC6

Read the full job description and apply online on the recuiter's web-site

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