Personal Assistant

Job Description: Personal/Administrative Assistant Location: Riviera Beach, FL Position Type: Full-time

About the Role
We are seeking a highly organized, proactive, and tech-savvy Personal Assistant to support the President and business needs. This role requires someone who can think critically, anticipate needs, manage priorities, and help streamline both business and personal tasks. The ideal candidate thrives in a fast-paced, entrepreneurial environment, is quick on their feet, and can adapt to shifting priorities with ease.

Key Responsibilities

Executive Support
Manage calendar, schedule meetings, and coordinate travel arrangements.
Prepare presentations, reports, and correspondence as needed.
Serve as the gatekeeper, prioritizing communications and tasks.

Project & Task Management
Track ongoing projects across multiple business units and follow up with team members.
Prepare summaries, briefs, and action item lists from meetings.
Assist in drafting proposals, emails, and documentation.

Business Operations
Support coordination across Smart Structures, and related entities.
Help with contracts, RFP responses, and documentation.
Liaise with vendors, clients, and internal teams to ensure smooth workflows.

Personal & Miscellaneous Support
Handle personal scheduling, travel, and occasional household/business errands.
Maintain confidentiality and discretion at all times.

Skills & Qualifications

Must-Haves
Proven experience as a Personal Assistant, Executive Assistant, or similar role.
Exceptional organizational and multitasking skills.
Strong written and verbal communication skills.
Tech-savvy: proficient with MS Office; comfortable learning new tools (CRM, project management apps, AI-based platforms).
Ability to anticipate needs and solve problems independently.
Flexibility to handle a mix of professional and personal tasks.

Nice-to-Haves
Familiarity with the AEC/Infrastructure sector or technology-driven businesses.
Experience coordinating with cross-functional and global teams.
Comfort with drafting and reviewing professional communications.

What We re Looking For
We are a fast paced dynamic organization we are looking for someone who:

Can keep pace with high demands and changing priorities.
Brings structure and calm to a fast-moving environment.
Has a "get it done" attitude with strong ownership of tasks.
Operates with discretion, loyalty, and trustworthiness.