Executive Operations Assistant at Tarpon Specialty Services

Executive Operations Assistant / Executive Assistant | Portland, TX

Become the organizational hub for a growing group of businesses — supporting an executive across day-to-day operations, property management, staffing administration, and personal logistics. No two days are the same, and no detail is too small.

About the Position

We are seeking a highly organized, detail-oriented Executive Operations Assistant to support the owner of several growing businesses. This position is ideal for someone who enjoys solving problems, staying organized, managing multiple priorities, and helping an executive operate efficiently.

This is not a typical administrative position. You will become the organizational hub for several companies and assist with both business and personal administrative responsibilities. Every day will be different, and the right candidate will thrive in a fast-paced environment while maintaining exceptional attention to detail.

Executive Support

• Manage and maintain executive calendar

• Schedule meetings and appointments

• Coordinate travel arrangements when needed

• Track follow-up items and ensure deadlines are met

• Remind executive of meetings, phone calls, and commitments

• Screen calls and emails when appropriate

Business Administration

• Assist with administrative duties for multiple companies

• Process and organize incoming mail and correspondence

• Coordinate with accountants, attorneys, insurance agents, vendors, and customers

• Maintain organized electronic and paper filing systems

• Prepare reports, spreadsheets, and business documents

• Track projects to completion

Property Management Support

• Coordinate with tenants

• Assist with lease administration

• Handle insurance renewals and insurance claims

• Coordinate maintenance and repair vendors

• Maintain records for multiple rental properties

• Track property-related expenses and documentation

Financial Administration

• Pay personal and business bills accurately and on time

• Monitor due dates and recurring expenses

• Organize receipts and financial records

• Work closely with bookkeeping and accounting personnel

• Reconcile administrative records as requested

Staffing Company Support (Tarpon Specialty Services)

• Assist on Mondays and Tuesdays with employee time sheets

• Verify time sheets are complete and accurate

• Coordinate submission of payroll information to the third-party payroll provider

• Follow up on missing employee hours

• Help organize payroll documentation

Personal Assistance

• Assist with personal scheduling

• Coordinate appointments

• Help organize projects and errands

• Keep track of important deadlines

• Assist with miscellaneous administrative tasks that help the executive remain productive

Qualifications

• Minimum 5 years of executive assistant or office management experience preferred

• Exceptional organizational skills

• Strong attention to detail

• Excellent written and verbal communication

• Ability to prioritize multiple tasks without constant supervision

• High level of integrity and discretion

• Professional appearance and demeanor

• Strong problem-solving skills

• Comfortable handling confidential information

• Ability to work independently and anticipate needs

Technical Skills

• Microsoft Office (Excel, Word, Outlook)

• Google Calendar

• Adobe PDF

• QuickBooks experience is a plus

• Comfortable learning new software systems

• Strong computer skills

Desired Characteristics

• Takes ownership of responsibilities

• Notices problems before they become emergencies

• Dependable and trustworthy

• Can juggle multiple projects simultaneously

• Proactive rather than reactive

• Communicates professionally

• Enjoys helping others stay organized

• Comfortable working in a fast-paced environment

To Apply

Please submit:

• Resume

• Cover letter explaining why you would be a good fit

• Three professional references

If you are highly organized, dependable, and enjoy helping busy executives stay productive while supporting multiple businesses, we would like to hear from you.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status, or any other protected characteristic under applicable federal, state, or local law.