Executive Assistant

DLP Capital•Saint Augustine, FL

About The Position

The Executive Assistant at Extraordinary Trust provides high-level administrative and operational support to a high-performing executive team. This role partners closely with leaders to keep priorities on track, streamline day-to-day operations, and ensure clear, timely communication across stakeholders. The position is fast-paced and varied, requiring excellent judgment, proactive planning, discretion, and the ability to anticipate needs while managing multiple competing deadlines.

Requirements

Bachelor’s degree in a business-related field preferred. Associate’s degree in business/administrative support or equivalent work experience will be considered.
3–5 years of experience as an Executive Assistant or in a similar administrative role.
Demonstrated success supporting senior leaders in a fast-paced environment.
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Copilot) and strong comfort learning new tools and systems.
Working knowledge of digital communication platforms (e.g., Microsoft Teams, Zoom) and the ability to support meeting technology.
Excellent verbal and written communication skills, including the ability to draft clear, professional correspondence.
Working knowledge of basic accounting/finance concepts; ability to compile and interpret routine financial data.
Strong word processing, data entry, and database/file management skills with consistent attention to detail.
Ability to gather, organize, analyze, and present data and generate recurring reports.
Exceptional organization and time-management skills; ability to manage multiple calendars and shifting priorities.
Sound judgment and ability to make administrative and procedural decisions within established guidelines.
Proactive planning and prioritization skills; ability to respond appropriately to urgent needs while maintaining accuracy.
High level of client service, follow-through, and professionalism.
Demonstrated ability to work independently while also collaborating effectively as part of a team.
Personal integrity and discretion; ability to handle confidential information appropriately.

Responsibilities

Provide direct administrative support to executive-level staff, including prioritizing requests, tracking action items, and ensuring timely completion.
Manage complex calendars, schedule internal and external meetings, and coordinate logistics across multiple time zones as needed.
Plan and coordinate meetings and events, including agendas, materials, room/technology setup, and post-meeting notes and follow-up.
Coordinate complex travel arrangements (air, hotel, ground transportation), prepare itineraries, and manage travel changes and expense documentation.
Serve as a professional point of contact for internal and external stakeholders; draft, edit, and distribute executive communications and correspondence.
Coordinate office services and facility’s needs (copiers, postage, phones, building/service contracts, and related regulatory paperwork), escalating issues as appropriate.
Order, track, and replenish supplies necessary for efficient operation of multiple offices; ensure cost-effective purchasing and appropriate inventory levels.
Partner with vendors to schedule contracted work, confirm deliverables, and support ongoing compliance with contract requirements.
Maintain accurate files, databases, and records in accordance with regulatory requirements, internal policies, and document retention standards.
Compile, maintain, and reconcile recurring operational and financial reports (e.g., revenue, expenses, inventories, regulatory/specialized reports) and ensure deadlines are met.
Develop and maintain data sets; perform routine calculations, basic analysis, and quality checks to support recurring internal reporting.
Prepare or assist with scheduled statistical and financial reports; gather information to support budgeting and forecasting activities.
Handle sensitive and confidential information with discretion, exercising sound judgment in communications and document handling.
Perform other related duties as assigned.