Executive Assistant

Executive Assistant

Location: Miami, FL 
Type: Full-time
Reports to: Chief Executive Officer

About the Role

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the CEO in a fast-paced, high-responsibility environment. This role is critical to the smooth operation of the executive’s day-to-day activities and requires exceptional judgment, discretion, and the ability to manage complex logistics with precision.

The ideal candidate is highly reliable, structured, and capable of running the executive’s agenda seamlessly while ensuring all administrative, travel, and financial obligations are handled accurately and on time.

Key Responsibilities:

Executive & Agenda Management

Manage and maintain the CEO’s daily, weekly, and long-term agenda

Prioritize meetings, calls, and commitments to maximize efficiency

Prepare agendas, briefing materials, and reminders ahead of all meetings

Track action items and follow up to ensure timely completion

Travel & Logistics Coordination

Arrange all domestic and international travel 

Coordinate flights, accommodations, ground transportation, and itineraries

Manage complex travel logistics, last-minute changes, and contingencies

Ensure all travel documentation, confirmations, and schedules are organized and accessible

Financial & Administrative Oversight:

Ensure all bills, invoices, and recurring payments are reviewed and paid on time

Track expenses, prepare expense reports, and reconcile charges

Coordinate with accounting, vendors, and service providers as needed

Maintain organized records of payments, contracts, and financial documents

Operational & Communication Support

Screen and prioritize emails, calls, and requests

Draft and review professional correspondence on behalf of the CEO

Assist with special projects and executive initiatives

Qualifications:

Strong organizational and time-management skills with high attention to detail

Excellent written and verbal communication skills

High level of discretion and confidentiality

Ability to work independently, anticipate needs, and manage pressure

Proficiency with Microsoft Office, Google Workspace, and scheduling tools

What We’re Looking For:

Extremely organized and dependable

Proactive, solution-oriented mindset

Strong follow-through and accountability

Calm, polished, and professional demeanor

Comfortable handling sensitive and time-critical matters

Why Join Us:

Work directly with executive leadership

High-impact role with real responsibility and trust

Competitive compensation based on experience

Opportunity for growth as the organization expands