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Personal Assistant / Executive Assistant (Hybrid)

Location: Jacksonville, FL 32225 (Arlington Area)
Employment Type: Direct Hire
Schedule: Hybrid (3 days onsite, 2 days remote)
Hours: Monday–Friday with occasional evening or weekend support as needed

About the Opportunity

ARC Group is seeking an experienced Personal Assistant / Executive Assistant to support the Managing Partner of a privately held, multi-location fitness and wellness organization headquartered in Jacksonville, Florida.

This position is designed to support the executive directly—not oversee business operations or manage franchise locations. While the company has leadership responsible for day-to-day operations across multiple locations, this role serves as the executive's trusted right hand, ensuring both professional responsibilities and personal priorities are executed seamlessly.

The ideal candidate thrives in a fast-paced environment where priorities shift frequently. They are proactive, highly organized, resourceful, and able to anticipate needs before being asked. Success in this role requires exceptional attention to detail, sound judgment, discretion, and the ability to work independently with minimal direction.

Key Responsibilities

Executive Support

  • Manage the executive's email inbox, maintaining inbox zero through prioritization, organization, and timely follow-up.
  • Own and coordinate multiple executive calendars across three scheduling platforms.
  • Prepare a daily executive briefing outlining meetings, priorities, reminders, and action items.
  • Coordinate meetings, appointments, travel, and detailed itineraries.
  • Assist with payroll coordination and administrative functions.
  • Manage vendor relationships and scheduling for business operations.
  • Serve as a liaison between the executive and internal team members, ensuring timely communication and follow-through.
  • Track projects, action items, and deadlines while proactively identifying issues before they arise.

Personal & Household Support

  • Coordinate household operations, including grocery ordering, meal planning logistics, household vendors, and recurring services.
  • Schedule vehicle maintenance and other household appointments.
  • Coordinate pet care and related appointments.
  • Plan personal and business travel, including itinerary preparation and packing coordination.
  • Maintain the executive's personal calendar while coordinating family scheduling with the spouse's Executive Assistant.
  • Handle personal administrative tasks with the same level of professionalism, urgency, and confidentiality as business matters.

Technology & Workflow

  • Operate AI-powered workflow tools used to automate recurring administrative tasks.
  • Utilize technology to improve efficiency and maintain organized workflows.
  • Identify opportunities to streamline administrative processes through automation and organization.

Qualifications

  • 3+ years of experience as an Executive Assistant, Personal Assistant, or supporting senior executives in a similar capacity.
  • Exceptional organizational and time management skills.
  • Outstanding written and verbal communication abilities.
  • Demonstrated ability to manage multiple priorities simultaneously.
  • Strong decision-making skills and the ability to work independently.
  • High level of professionalism, discretion, and confidentiality.
  • Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or Google Workspace.
  • Experience coordinating payroll administration; Paychex experience is a plus.
  • Comfortable learning and utilizing AI-powered administrative tools.

The Ideal Candidate

The successful candidate is someone who:

  • Anticipates needs before they become requests.
  • Takes ownership without requiring constant direction.
  • Remains calm under pressure while managing competing priorities.
  • Enjoys creating order from complexity.
  • Pays close attention to details and follows through consistently.
  • Is equally comfortable managing executive business responsibilities and personal administrative matters.
  • Understands that no task is too large or too small when supporting an executive.

What Our Client Offers

  • Direct hire opportunity
  • Hybrid work schedule (3 days onsite / 2 days remote)
  • Opportunity to work directly with an executive decision-maker
  • Dynamic, fast-paced environment where no two days are the same
  • High-impact role with significant autonomy and responsibility