Founder’s Office & Personal Coordinator (Executive Assistant)

Life Surge•Memphis, FL

7d•Onsite

About The Position

The Founder’s Office & Personal Coordinator provides comprehensive administrative, operational, financial-administrative, event, and personal/family support to the Founder’s Office. This is a highly varied, hands-on role designed for someone who is exceptionally organized, service-minded, resourceful, discreet, and comfortable managing multiple priorities. The Coordinator will work closely with the Director of the Founder’s Office to ensure both professional and personal responsibilities are executed efficiently and with excellence. The ideal candidate thrives in a fast-paced environment and is equally comfortable coordinating a business meeting, processing an invoice, planning an event, arranging family travel, scheduling a home repair, or handling an unexpected request.

Requirements

2+ years of experience in administrative support, executive support, office coordination, personal assistance, hospitality, event coordination, or a related role preferred.
Exceptional organizational and time-management skills.
Strong attention to detail and ability to manage multiple priorities simultaneously.
Demonstrated ability to follow through and complete tasks with minimal reminders.
Strong written and verbal communication skills.
Comfortable working with financial information, invoices, expenses, and confidential documentation.
Proficiency with Microsoft Office and comfort learning project-management and organizational systems such as Asana.
Strong research and problem-solving abilities.
Professional, polished, and service-oriented demeanor.
Ability to remain calm, flexible, and solutions-focused when priorities change.
Willingness to assist with both professional and personal responsibilities.
Ability to exercise excellent judgment and maintain the highest level of confidentiality.

Responsibilities

Provide day-to-day administrative support to the Director of the Founder’s Office and broader Founder’s Office.
Assist with calendar coordination, scheduling, appointments, and meeting logistics.
Coordinate business and personal travel, including flights, hotels, transportation, itineraries, dining reservations, and other travel details.
Prepare documents, presentations, meeting materials, agendas, and other correspondence as needed.
Assist with expense reports, receipts, documentation, and administrative recordkeeping.
Maintain organized digital and physical files.
Update Asana tasks, trackers, calendars, and other organizational systems.
Track assigned action items and provide consistent follow-through to ensure deadlines and commitments are completed.
Assist with special projects and administrative requests as assigned by the Director of the Founder’s Office.
Anticipate administrative needs and proactively address details before they become issues.
Assist with day-to-day financial administration for the Founder and Founder’s Office under the direction of the Director.
Process invoices, payments, reimbursements, and other routine financial transactions.
Organize and track receipts and expenses, assisting with credit card reconciliation and expense categorization.
Maintain accurate and organized financial documentation and records.
Monitor recurring payments and assist in ensuring payments are processed on time.
Gather and organize documentation requested by banks, accountants, financial institutions, or internal Finance teams.
Assist with financial trackers, reports, and administrative preparation as needed.
Maintain strict confidentiality regarding all personal and business financial information.
Provide administrative and logistical support for the Founder and family under the direction of the Director of the Founder’s Office.
Arrange personal and family travel, including transportation, lodging, itineraries, reservations, and special accommodations.
Coordinate dining reservations, entertainment, activities, and other personal arrangements.
Assist with household scheduling, including vendors, maintenance, repairs, service providers, and deliveries.
Assist with personal purchases, online orders, returns, exchanges, pickups, and deliveries.
Coordinate gifts, flowers, cards, birthdays, anniversaries, holidays, and other special occasions.
Assist with planning family gatherings, celebrations, dinners, and other personal events.
Maintain important personal, household, and family records and documentation as appropriate.
Handle errands and miscellaneous personal requests as needed.
Exercise exceptional discretion and professionalism when handling sensitive family and personal matters.
Assist with planning and executing Founder’s Office business and personal events, dinners, celebrations, retreats, meetings, and special gatherings.
Coordinate event logistics including venues, catering, décor, rentals, transportation, entertainment, gifts, signage, and audiovisual needs.
Assist with invitations, guest lists, RSVPs, seating arrangements, and attendee communications.
Coordinate with internal teams and external vendors to ensure event details are executed according to expectations.
Track event timelines, budgets, deposits, contracts, and vendor deliverables.
Assist with onsite event setup, execution, guest experience, and breakdown as needed.
Coordinate VIP and special guest logistics, including travel, transportation, accommodations, gifting, and hospitality.
Anticipate guest and host needs to create organized, thoughtful, and high-quality experiences.
Assist with post-event follow-up, invoices, thank-you gifts, documentation, and outstanding action items.
Support the day-to-day administrative operations of the Founder’s Office.
Communicate with vendors and service providers regarding maintenance, repairs, and routine operational needs.
Assist with meeting preparation, conference room setup, meals, refreshments, and hospitality.
Maintain organized office spaces, supplies, files, and resources.
Assist with onboarding logistics and workspace preparation when needed.
Maintain and update SOPs, checklists, contact lists, vendor information, and other operational documentation.
Coordinate smaller projects from assignment through completion.
Help identify outstanding details and ensure assigned tasks do not fall through the cracks.
Serve as a reliable point of coordination between the Director, internal departments, vendors, and service providers.