Executive Assistant (Part-Time, Freelance)

Role overview

This freelance executive assistant position is based in Tampa, Florida and is designed for about 20 hours per week. The role supports one executive primarily, with the possibility of helping additional executives when workload permits. It suits someone who is highly organized, proactive, detail-focused, and comfortable working in a fast-paced entrepreneurial setting where discretion and accountability are essential.

The arrangement is hybrid, so occasional presence at the Tampa office is expected. Although the schedule is part-time, the role is not strictly limited to business hours: email should be monitored regularly in the evenings and on weekends, with quick responses to urgent matters when needed.

What the role involves

• Maintaining daily, weekly, and monthly calendars, including meetings, appointments, and travel planning
• Organizing conferences, meetings, and events, and making sure the executive is fully prepared with research, briefing materials, presentations, catering, and similar support
• Handling expenses and budget-related work while protecting confidential corporate, personnel, and financial information; familiarity with Concur is an advantage
• Assisting business development activity by drafting outbound emails and working with outreach systems; experience with NetSuite is an advantage
• Creating, checking, and updating databases and working lists for different initiatives
• Booking travel, lodging, and transport, and resolving issues that may come up during travel
• Preparing and organizing confidential documents, reports, and presentation materials
• Researching information and collecting data to support decisions
• Tracking action items and following up to keep deadlines on course
• Helping with a variety of projects and adjusting quickly as priorities change
• Filtering and prioritizing incoming calls and messages
• Checking email during evenings and weekends and responding promptly to urgent requests
• Using AI and other tools to simplify workflows, reduce repetitive work, and improve efficiency
• Handling miscellaneous errands in a timely way
• Providing additional professional and personal support as needed
• Supporting other executives when capacity allows

Qualifications and expectations

• An associate degree is required, and a bachelor's degree is strongly preferred
• At least 3 years of experience as an administrative or executive assistant, ideally supporting senior leaders such as executives, C-suite leaders, presidents, or CEOs
• A polished, professional presence along with excellent spoken and written communication skills
• Background in copywriting and copyediting
• Strong organizational ability and close attention to detail
• Good judgment and the ability to anticipate needs and solve problems ahead of time
• Comfort working in an entrepreneurial environment where priorities can change quickly
• Confidence using AI tools and platforms to improve processes and productivity
• Ability to work independently, adapt to shifting demands, and remain composed under pressure
• Strong time management and multitasking capabilities
• Willingness to stay available outside standard hours and monitor email on nights and weekends when necessary
• Advanced working knowledge of Microsoft Office tools, including Outlook, PowerPoint, Excel, and Word
• Prior use of NetSuite, ZoomInfo, and Constant Contact is preferred
• Absolute commitment to confidentiality at all times

Working arrangement

This is a freelance, part-time role with an estimated workload of 20 hours per week. The position is hybrid and may require occasional in-office attendance in Tampa, FL. Candidates should be comfortable with an “on-call when needed” mindset despite the limited weekly hours.