Executive & Personal Assistant to the Founder

Ace Marketing Services•Winter Park, FL

2d•Onsite

About The Position

Ace is hiring an Executive & Personal Assistant to the Founder who can turn changing priorities into calm, complete execution. This person will protect Carson’s time, organize the moving pieces around him, close follow-ups, and handle both business and personal logistics with exceptional discretion. This is not a Chief of Staff or department-management role. You will not set company strategy or take ownership of work that belongs to another employee. Your job is to make sure Carson is prepared, the right person has the right follow-up, and practical details do not become unnecessary demands on his attention. You will work alongside Enzo, Carson’s AI executive assistant. Enzo helps review information, prepare briefs, organize evidence, and draft materials. The human assistant owns the judgment, relationship handling, physical-world execution, and verified follow-through that require a trusted person. AI output is a starting point to check, not a substitute for your judgment.

Requirements

Specific examples of anticipating a need, solving an ambiguous problem, and closing the loop without repeated direction.
Strong calendar, travel, event, vendor, and personal-logistics judgment.
Excellent short-form writing and the ability to turn a messy situation into a clear recommendation, owner, deadline, and next action.
High discretion, mature boundaries, and secure handling of confidential business and personal information.
Calm prioritization when several people believe their request is urgent.
Practical use of ChatGPT, Claude, or another AI assistant, including checking facts and correcting weak output before relying on it.
Strong Google Workspace ability and confidence learning the systems Ace uses.
Willingness to handle executive preparation and ordinary errands with the same care.
A valid driver’s license and reliable vehicle.
A commitment to work in person in Winter Park, Florida, five days per week.

Nice To Haves

Demonstrated problem-solving more than a particular title.
Strong backgrounds may include executive assistance, personal assistance, family-office support, hospitality, events, high-trust operations, or comparable work.

Responsibilities

Protect and maintain Carson’s calendar, including priorities, buffers, preparation, location details, and conflict resolution.
Coordinate meetings, travel, reservations, itineraries, visitors, and time-sensitive logistics from request through confirmation.
Prepare concise daily and meeting-ready materials from approved sources, confirming that links, times, names, and logistics are correct.
Track commitments and follow-ups, route work to the responsible person, and confirm the real outcome rather than treating a reminder as complete.
Organize and triage approved business and personal email access; draft replies or route follow-ups without sending as Carson unless the exact message is authorized.
Keep confidential executive materials organized in approved systems and available when needed.
Coordinate appointments, reservations, deliveries, returns, service visits, vehicle or property logistics, gifts, and other approved personal errands.
Coordinate household vendors from the Ace office and attend another location only when an approved task truly requires it.
Research practical options, recommend the best choice with a clear tradeoff, and carry out the approved decision through confirmation.
Keep personal matters separate from Ace records, accounts, funds, and communications.
Handle sensitive information only when the task requires it, using the approved private system and the minimum information necessary.
Keep the Winter Park office ready for meetings, visitors, supplies, and approved events, including cleaning coordination and day-to-day setup.
Coordinate communication with outside Ace vendors, organize Ace bills and supporting records, and prepare them for the authorized approver.
Coordinate with employees, clients, accountants, lawyers, vendors, and personal contacts in the tone and channel Carson approves.
Surface real decisions to Carson while resolving routine logistics and returning employee-owned work to its accountable owner.
Notice unclear ownership, missing deadlines, or incomplete handoffs and get them reconciled before they become urgent.