Executive Assistant

Sandestin Investments LLC•Miramar Beach, FL

12h

About The Position

Imagine a role where your office view includes pristine beaches and world-class golf courses. As the Executive Assistant to a top leader at Sandestin Golf & Beach Resort, you’ll enjoy a unique blend of meaningful work and the natural beauty of one of Florida’s most stunning destinations. This isn’t just another desk job—it’s a chance to make a real impact while being part of a setting that feels like a vacation every day. If you’re an experienced Executive Assistant looking for a fresh and inspiring work environment, this is your perfect fit! Position Overview: The Executive Assistant/ Personal Assistant will support a high-level executive at Sandestin Golf & Beach Resort, ensuring smooth day-to-day operations. This role demands a highly organized, proactive individual with significant experience in executive support. The ideal candidate will possess strong financial acumen, advanced computer skills, and the ability to manage both office-based and field tasks efficiently. Experienced Executive Assistants only need apply.

Requirements

MUST have Minimum of 5 years of experience as an Executive Assistant supporting high-level management (e.g., CEO, President, Director, Owner).
Proficiency in Google Sheets, Microsoft Teams, and other relevant office software.
Strong financial skills, including budgeting, forecasting, and financial reporting.
Excellent written and verbal communication skills.
Exceptional organizational abilities with keen attention to detail.
Flexibility to work in both office and field environments.
Ability to multitask and prioritize in a fast-paced setting.
High level of professionalism and ability to handle confidential information.

Responsibilities

Manage 8-12 QuickBooks accounts and liaise with accountants. Keep the balance sheets up to date.
Be the point person for all foundation requests, assist in writing the newsletter and obtain all necessary permissions to include families in the newsletter.
Handle all invoicing and ensure payment is made in a timely fashion. Be the point person between certain vendors and accounting to track any payments in question.
Track smaller project budgets, updating them as each invoice arrives.
Attends requisite meetings and takes detailed notes. Submits notes to all parties and be a record keeper.
Organize and file all important documentation.
Handle personal payments as needed. Dispute credit card charges as needed.
Be available to help with construction or furniture punch, setting up the punch software and following up with subs and contractors to ensure punch is completed.
Order goods as needed and assist in managing the inflow and delivery of those goods to the various job sites. Work with the purchasing agents, warehouse receiving team, and installers.
Set up and maintain trade accounts for the business.
Run personal errands.
Collect and count all donation boxes for the foundation monthly and ensure stickers are stocked. Deposit funds from boxes to the bank. Maintain an accurate record of box locations and replace as needed.
Run donation reports weekly and distribute them to key members.
Update account balances monthly.
Collect rent payments and ensure timely rent payments are being collected. Bill late fees per the lease if not.
Assist with travel arrangements as needed.
Manage the inflow of samples during a construction job and keep the sample room organized, neat and tidy. Pack up samples to keep once a job is completed and discard ones that will not be used again or were not used.
Keep Dropbox, files, folders and other digital management systems organized and easily accessible.
Purge physical and digital files that are no longer valid.
Assist with obtaining quotes from vendors for work on personal home repairs or projects. Work with housekeeper or nanny to facilitate entry for those projects or be there yourself.
Assist in the creation and updating of proformas.
Assist in communication with lenders, attorneys, engineers and other trade professionals.
Help other admins keep the community kitchen clean, and manage the overall cleanliness of the 3rd floor, including outdoor areas. Liaise with housekeeping and engineering as needed for the upkeep of these areas.
P-card and Amex reconciliations are to be completed monthly.
Leverage offers on credit cards to ensure we are taking advantage of all perks.
Pay child’s tuition and obtain reimbursements from 529 plan.
Liaise with the county planning department as needed on building permits, etc.
Assist other 3rd floor admins as needed. Find helpful and useful ways to fill time during slower periods.
Make sure employers mouse, keyboard and other items are charged regularly. Maintain a comfortable office temperature for employer and ensure everything is in working order, turned on and ready for use when employer returns from travel or time off.
Assist with making personal returns of goods and clothing and facilitate drop off of those items to shipping and receiving to meet return deadlines. Pick up items from home to return as needed.
Schedule car detailing.
Liaise with HR to prepare interview packets for any upcoming interviews. Make sure packets are completed and on employer’s desk at least 2 hours and up to 24 hours prior to the interview. Greet interviewee and bring to office for interview.
Work with accountants to collect all income tax information and submit the gathered paperwork to the accountants. Ensure returns are prepared in a timely fashion with plenty of time for review. Answer questions as needed.
Manage payroll and scheduling for the two household employees and ensure they are paid timely. Submit quarterly payroll records to accountant.
Track household budget, including travel.
Consolidate bills as needed. Conduct a thorough review of things like streaming services to make sure that things are not being duplicated.
Order and maintain an inventory of office supplies.
Assist with event planning and coordination for both professional and personal events.
Maintain corporate records on Sunbiz and file annual reports.
Maintain all corporate records such as operating agreements.