Executive Assistant

NORLEE INVESTMENTS LLC • Jacksonville, FL

18d • $0 - $80,000 • Hybrid

About The Position

The Executive Assistant provides high-level executive support to senior leaders within Norlee. This role is responsible for managing complex calendars, coordinating travel, preparing executive-level materials, organizing business data, and ensuring administrative precision across a wide range of strategic and operational matters. This position operates in a highly visible, fast-paced environment supporting executive leadership. The role requires independent judgment, business maturity, and the ability to manage confidential and strategic matters with discretion. The Senior Administrative Assistant is not simply task-driven; this position is expected to think ahead, anticipate needs, and function as an operational extension of the executives they support.

Requirements

• 5+ years of experience supporting senior executives in a fast-paced, professional business environment.
• Demonstrated responsibility for managing complex calendars, coordinating executive travel, preparing presentation materials, and processing expenses.
• Exceptional organizational skills.
• Strong attention to detail.
• Sound judgment.
• Ability to manage multiple competing priorities while maintaining a high level of discretion and professionalism.
• Strong verbal and written communication skills in English.
• Ability to express ideas clearly and concisely, both in person and in writing.
• Demonstrate professionalism, executive presence, and the ability to interact effectively with senior leadership, clients, and cross-functional teams.
• Ability to handle confidential information with discretion and exercise sound judgment is essential.
• Strong listening skills, responsiveness, and the ability to anticipate executive needs are critical to success in this role.
• Basic mathematical skills, including the ability to perform addition, subtraction, multiplication, and division with whole numbers, fractions, and decimals.
• Ability to compile and organize financial data, budgets, and expense reports with accuracy and attention to detail.
• Proficient computer skills and advanced knowledge of Microsoft Office 365 tools, including Outlook, Word, Excel, Teams, and PowerPoint.
• Advanced proficiency in Microsoft Excel and PowerPoint is required, with the ability to create polished, executive-level presentations and reports.

Nice To Haves

• A bachelor's degree in business administration or a related field is preferred but not required.
• Experience organizing financial reports, assembling executive-ready documentation, and maintaining organizational charts is highly preferred.
• Exposure to business development initiatives, CRM systems, acquisition diligence processes, or workforce planning activities is a plus.
• Experience working with CRM systems and expense management platforms such as Corpay or Ramp is preferred.

Responsibilities

• Manage and continuously prioritize complex executive calendars.
• Coordinate internal and external meetings across multiple time zones.
• Maintain visibility into direct report travel schedules.
• Anticipate scheduling conflicts and proactively resolve them.
• Prepare meeting materials and ensure executives are fully prepared.
• Coordinate all travel arrangements (flights, hotels, ground transportation).
• Manage itinerary changes and modifications as needed.
• Process and reconcile executive expenses through Ramp.
• Ensure expense reporting accuracy and timeliness.
• Prepare and professionally format PowerPoint presentations, PDF documents, and executive slide decks.
• Create, edit, and refine Excel, Word, and PowerPoint documents to executive-level standards.
• Assemble materials for bid reviews and executive presentations.
• Compile client-specific materials for face-to-face meetings.
• Organize and assemble monthly financial reports, budgets, and operational data into executive-ready materials.
• Maintain structured documentation for strategic reviews.
• Update and maintain organizational charts and internal documentation.
• Support workforce planning lookaheads and resource forecasting.
• Support executive pipeline visibility and CRM updates.
• Serve as a “lookahead” resource for developing new client opportunities.
• Interface cross-functionally to gather project-specific data and materials.
• Assist in building and organizing new client networks and relationship data.
• Share in office administrative duties as needed.
• Maintain strict confidentiality across all business matters.
• Provide additional administrative support tasks as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive