A Powerhouse Executive Assistant

Executive Assistant – CEO & Executive Team

Full-Time | In-Person | Miami, FL

We are seeking a highly organized, proactive, and detail-driven Executive Assistant to work directly with our Founder & CEO while also supporting our broader Executive Team and day-to-day business operations.

This is a high-trust, high-accountability role for someone who thrives in a dynamic, fast-paced environment where priorities move quickly and attention to detail matters. You will work closely with the CEO on a daily basis, helping manage his schedule, priorities, travel, communications, meetings, and follow-ups while coordinating with other members of the Executive Team.

We are looking for someone who can anticipate needs, protect executive time, bring structure to competing priorities, and execute with precision. The ideal candidate is resourceful, sharp, dependable, and comfortable solving problems independently.

The right person takes ownership, follows through, and looks for solutions rather than waiting to be told what to do.

You will work from our Miami Head Office and interact regularly with Executive Leadership, Operations, Project Management, employees, clients, vendors, and external business partners.

We also value technology. The right candidate should be comfortable using modern software, automation, and AI tools to stay organized, improve efficiency, and streamline day-to-day operations.

Key Responsibilities

CEO & Executive Support

• Work directly with the Founder & CEO to support his day-to-day schedule, priorities, and executive responsibilities.
• Provide administrative and operational support to the broader Executive Team.
• Manage calendars, appointments, meetings, and scheduling across multiple priorities.
• Protect the CEO’s time by helping prioritize meetings, requests, and commitments based on urgency and business needs.
• Anticipate scheduling conflicts and proactively coordinate solutions.
• Prepare correspondence, reports, presentations, documents, and executive materials.
• Maintain organized digital and physical records.
• Track deadlines, commitments, action items, and outstanding tasks to ensure proper follow-through.
• Assist with special projects and general business operations as needed.

Travel Coordination

• Plan and coordinate domestic and international executive travel, including flights, hotels, ground transportation, and itineraries.
• Manage travel confirmations, airline check-ins, boarding passes, seat assignments, and required travel documentation.
• Prepare detailed travel schedules and confirm logistics in advance.
• Monitor travel plans and proactively assist with delays, cancellations, schedule changes, and unexpected issues.
• Be available for occasional time-sensitive travel coordination outside regular business hours when necessary.

Meetings & Events

• Coordinate internal and external meetings, conferences, company events, and executive engagements.
• Prepare meeting agendas, materials, notes, and follow-ups.
• Track action items and ensure appropriate follow-up after meetings.
• Coordinate with venues, vendors, clients, and other stakeholders.
• Help ensure meetings and events are organized and executed smoothly.

Communication & Coordination

• Serve as a professional point of contact for the CEO and Executive Team.
• Coordinate communication between executives, employees, clients, vendors, and external partners.
• Draft and assist with professional correspondence as needed.
• Handle confidential and sensitive information with a high level of discretion.
• Proactively follow up with internal and external parties to keep projects and priorities moving.
• Communicate potential issues, delays, or conflicts before they become problems.

Social Media & Brand Support

• Assist with the Company’s social media accounts and online presence.
• Coordinate, prepare, schedule, and upload approved content across social media platforms.
• Work with internal team members to gather content and Company updates.
• Maintain posting schedules and assist with basic account management.
• Monitor social media activity and assist with engagement as directed.

Technology & Operational Efficiency

• Use modern business software and technology to organize information, manage priorities, and improve efficiency.
• Utilize AI and automation tools where appropriate to support administrative and operational workflows.
• Quickly learn new software, platforms, and Company systems.
• Identify opportunities to improve organization, processes, and administrative workflows.

Qualifications & Experience

• Previous experience as an Executive Assistant, Administrative Assistant, Office Coordinator, or similar professional role.
• Experience working directly with a CEO, founder, executive, senior manager, or leadership team is strongly preferred.
• Exceptional organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and changing deadlines.
• Strong judgment, professionalism, and discretion when handling confidential information.
• Proficiency with Google Workspace, Microsoft Office, calendar management tools, and other common business software.
• Comfortable using and learning modern technology, software, automation, and AI tools.
• Experience coordinating travel, meetings, and events.
• Experience with social media coordination or content posting is a plus.

What We’re Looking For

We are looking for someone who is proactive, organized, resourceful, dependable, and exceptionally detail-oriented.

Because you will be working directly with our CEO, you must be comfortable operating in a fast-moving environment where priorities can change quickly. You should be able to stay ahead of schedules, anticipate needs, and maintain organization even when several things are happening at once.

You should take ownership of your responsibilities, keep track of what needs to happen, and follow through without requiring constant reminders.

The right person knows when to ask questions and when to take initiative. You should be able to solve problems independently, communicate professionally, and remain calm and effective under pressure.

Most importantly, we are looking for someone who takes pride in doing things correctly, efficiently, and with a high level of professionalism.

Schedule & Work Location

This is a full-time, in-person position at our Miami Head Office.

Working hours are Monday through Friday, from 8:00 a.m. to 5:00 p.m., with a one-hour unpaid lunch break.

Due to the nature of working directly with the CEO and Executive Team, occasional responsibilities such as travel coordination, flight changes, or urgent scheduling matters may arise outside normal business hours. Any time worked will be handled in accordance with applicable wage laws and Company policies.

Paid Time Off

During the first year of employment, employees are eligible for ten (5) days of paid time off per calendar year, which may be used for vacation or sick leave, subject to Company policies.

Background Check

Employment is contingent upon successful completion of a background check conducted by the Company or an authorized third-party provider.

Confidentiality

This position will have access to confidential business information, executive communications, client information, financial information, and internal Company records. The successful candidate must maintain strict confidentiality and exercise discretion at all times.

The Company may require execution of a separate Non-Disclosure Agreement (NDA).

Reporting Structure

This position will work directly with and provide primary executive support to the Founder & CEO, while also supporting the broader Executive Team and coordinating closely with Operations and Project Management based on business needs.

If you are highly organized, take ownership of your work, thrive in a fast-moving environment, and enjoy being the person who keeps everything moving behind the scenes, we would like to hear from you.