Executive & Personal Assistant to the Owner/CEO

Caring Transitions • Ellicott City, MD • 3h ago

Location: Ellicott City, MD (On-site / Field Hybrid)

Position Type: Part Time to Full-time

The Big Picture

We are a fast-growing local franchise specializing in senior relocation, downsizing, and estate sales. As our business scales, the Owner requires a highly organized, trusted, and proactive right-hand partner to handle day-to-day administrative logistics.

This role is a unique hybrid: 80% of your focus will be dedicated to business infrastructure, team operations, and client coordination. The remaining 20% will involve managing personal scheduling, travel, and lifestyle logistics for the owner. If you excel in high-trust, fast-paced environments where no two days are alike, we want to hear from you.

Your Day-to-Day Impact

Business Operations & Administration (80%):

Team & Office Coordination: Support our fast-growing team of 6+ field employees by coordinating training spaces, managing team schedules, and archiving internal documentation. [1 (https://mail.google.com/mail/?extsrc=sync&client=h&plid=ACUX6DNa3pe-LB5NrVSRAUq1ujWHinK-mkRicpo) ]

Financial & Payroll Admin: Assist with bookkeeping by organizing receipts for our CPA, scanning invoices, and verifying automated vendor billing in QuickBooks and Gusto.

Vendor & Client Liaison: Act as the primary gatekeeper for office operations, managing relationships with commercial property managers, insurance contacts, and local real estate partners.

Compliance & Logistics Support: Assist with routine corporate governance tasks, state business filings, and tracking required business credentials or certificates.

Special Business Projects: Coordinate logistics for regional team training, staff appreciation dinners, and preparation for national brand conferences. [1 (https://mail.google.com/mail/?extsrc=sync&client=h&plid=ACUX6DOGE3gQA4EPGDt5fLoo5Yse5bX_QHkTngM) ]

The Lifestyle Architect (20%):

Calendar & Travel Management: Manage the owner's integrated personal and professional calendars, booking domestic travel, hotel stays, and dining arrangements.

Errands & Household Coordination: Run occasional local errands or coordinate routine service providers (landscaping, maintenance) for the owner's personal properties.

Asset Coordination: Assist in tracking personal hobbies, collections, or vehicle maintenance records as needed.

The Perfect Match:

Experience: 3+ years of experience as an Executive Assistant, Personal Assistant, Office Manager, or high-end customer service role.

Tech Savvy: High proficiency in Google Workspace, Apple ecosystem platforms, and general office productivity tools. Experience with basic business accounting software is a major plus.

Locational Flexibility: Must be based near Ellicott City/Columbia, MD with a valid driver's license and a reliable vehicle for light local travel.

Discretion & Trust: Impeccable integrity is required to safely handle sensitive corporate data and private family scheduling.

Growth Mindset: Strong problem-solving skills with the ability to build structure in a rapidly scaling business environment.

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