Executive Assistant

Invisible Ventures•Sarasota, FL

About The Position

We are seeking an exceptionally organized, resourceful, and proactive Executive Assistant to support an executive overseeing a diverse portfolio of businesses, investments, and community initiatives. This is a dynamic role for someone who thrives in a fast-paced, entrepreneurial environment and enjoys bringing structure to complexity. The Executive Assistant will serve as a trusted partner, helping manage professional and personal priorities, coordinate communications, maintain relationships, and ensure important initiatives continue moving forward. Success requires sound judgment, discretion, adaptability, and the ability to anticipate needs rather than simply respond to requests. The position offers close collaboration with an entrepreneurial leader whose interests span business, creativity, innovation, and community impact. The work varies from day to day and provides exposure to diverse industries, people, and initiatives, with an opportunity to grow alongside an evolving portfolio of businesses.

Requirements

Exceptional organizational, time management, and multitasking abilities.
Strong written and verbal communication skills.
Proficiency with Google Workspace and modern business productivity tools.
Ability to work independently, exercise sound judgment, and maintain confidentiality.
Flexibility to accommodate occasional evening commitments, events, and changing schedules.
Tampa Bay based, with reliable transportation.

Nice To Haves

Previous experience supporting a senior executive, entrepreneur, or business leader is preferred.

Responsibilities

Manage a complex calendar, coordinate meetings, and prioritize competing commitments.
Organize schedules, appointments, travel, and day-to-day logistics.
Prepare meeting materials, agendas, briefings, and follow-up communications.
Anticipate scheduling conflicts, deadlines, and upcoming needs.
Help protect time for high-priority activities and strategic initiatives.
Assist with managing email, correspondence, and incoming requests.
Draft and coordinate professional communications, invitations, and follow-ups.
Maintain contact information and support ongoing relationship management.
Coordinate communication with business partners, colleagues, and community stakeholders.
Ensure important conversations and commitments receive timely attention.
Track key initiatives, deadlines, action items, and outstanding commitments.
Coordinate with internal teams and external partners to maintain momentum.
Organize information, documents, and project updates.
Conduct research and assist with presentations, proposals, and special projects.
Identify opportunities to improve organization, efficiency, and accountability.
Maintain efficient systems for organizing communications, files, calendars, and tasks.
Leverage technology, AI, and productivity tools to streamline workflows.
Proactively recommend improvements to systems and processes.
Manage professional and personal priorities and help ensure initiatives continue moving forward.