Executive Assistant (Remote)

Executive Assistant (Remote) – Luxury Hospitality Group in Florida, USA

We are an expanding luxury hospitality group based in Naples, Florida, dedicated to delivering exceptional guest experiences across our portfolio, including Sails Restaurant, Butcher Private, Omasava, The Cellar, and our forthcoming concept, Sava.

Working directly with the Founder, the Executive Assistant will provide comprehensive administrative, organisational, and project support. This remote role requires excellent communication skills, sound judgement, discretion, and a proactive approach to anticipating needs and keeping priorities moving forward.

Key Responsibilities

Executive and Administrative Support

• Manage the Founder’s calendar, appointments, and meeting schedule across different time zones;
• Review and prioritise incoming correspondence, highlighting matters requiring the Founder’s attention;
• Prepare emails, documents, presentations, and other correspondence on the Founder’s behalf;
• Organise virtual meetings, prepare agendas, take notes, and track follow-up actions;
• Maintain organised digital files and ensure information is accurate and readily accessible.
• Reference: AQI5AS6I1RsNdc_l-mMBn1jWkxna-KKh2s3XOaOubtXBC0kbFI0U5YEHDysb3C7K

Communication and Coordination

Act as a point of contact between the Founder and internal teams, external partners, and other business contacts.

• Coordinate meetings and ensure participants receive the necessary information in advance;
• Follow up on requests, decisions, and outstanding tasks to ensure timely completion;
• Support the Founder with employee-related matters, coordinating with HR and relevant managers;
• Coordinate updates and documentation relating to employee visa processing, working with HR;
• Communicate instructions clearly and professionally while maintaining confidentiality;
• Keep the Founder informed of progress, deadlines, and matters requiring a decision.

Project, Research, and Travel Support

• Support projects associated with new restaurant openings, tracking priorities, deadlines, and outstanding actions;
• Assist with developing and implementing new systems, administrative processes, and procedures as the group expands;
• Coordinate information and follow-up with contractors, suppliers, and internal teams involved in construction and opening preparations;
• Conduct research, compare options, and prepare concise summaries to support business decisions;
• Identify potential delays, missing information, and matters requiring attention, taking initiative to move tasks forward;
• Arrange domestic and international travel, including flights, accommodation, transport, and itineraries;
• Support additional business and personal administrative requests as required.

Requirements

• Exceptional written and verbal English communication skills;
• Minimum 2 years of experience as an Executive Assistant supporting senior leadership;
• A proactive self-starter who anticipates the Founder’s needs, takes ownership of tasks, and follows through with minimal supervision;
• Excellent organisational skills and attention to detail;
• Sound judgement and the ability to handle sensitive information with discretion;
• Confidence managing changing priorities and coordinating schedules across time zones;
• Strong research and project coordination skills, with the ability to track multiple workstreams;
• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams;
• Experience within luxury hospitality or another service-focused environment (preferred).

Further Details

• The successful candidate will be engaged as a self-employed contractor and will be responsible for managing and paying their own taxes, social contributions, and any other local obligations in their country of residence;
• Payment will be made monthly in U.S. dollars (USD), based on submitted invoices;
• The successful candidate must be available to work in alignment with U.S. Eastern Time (Florida hours);
• A reliable internet connection, suitable computer, and quiet workspace are required.

Only CVs submitted in English will be taken into consideration.