Executive Assistant (Personal Assistant with Bookkeeping Exposure) - Miami, FL

Position Summary
We are seeking a highly organized, mature, and detail driven Executive Assistant / Personal Assistant to support a driven executive involved in real estate development, construction, and the management of multiple personal properties.
This is a high trust, high expectation role that blends executive and personal administrative support with hands on bookkeeping and financial tracking responsibilities. The successful candidate must demonstrate precision, discretion, consistent follow through, and the ability to operate confidently in a fast paced environment where accuracy matters.
This is not a CPA, accountant, or advanced accounting role. However, practical bookkeeping experience is required and will be actively used.

Key Responsibilities

Executive & Personal Assistant Support

• Provide day to day administrative and personal assistant support to the executive
• Manage calendars, appointments, deadlines, and reminders across multiple priorities
• Anticipate needs and ensure tasks are followed through to completion
• Maintain organization across personal and business matters
• Support day to day operations to keep everything on track

Bookkeeping & Financial Tracking (Hands On)

• Track expenses and payments related to personal and property finances
• Maintain clean, accurate, and well organized financial records
• Ensure financial data is current and review ready at all times
• Work comfortably in QuickBooks and Excel for tracking and reporting
• Handle financial information with strict confidentiality and discretion

Documentation & Records Management

• Prepare and organize documentation related to:
  • Loans
  • Property purchases
  • Financial and legal records
• Maintain filing systems that are accurate, structured, and audit ready
• Handle sensitive financial and legal documents with professionalism and care

Required Qualifications (Must Have)

Professional Fit

• High level of professionalism, discretion, and reliability
• Comfortable working in a fast paced, high expectation environment
• Proactive, resourceful, and very detail oriented
• Able to take direction and feedback without defensiveness
• Mature, steady, and dependable work style

Organization & Administration

• Strong organizational and time management skills
• Proven ability to keep administrative work accurate, structured, and up to date
• Consistent follow through on tasks and priorities
• Ability to manage multiple responsibilities without losing track

Bookkeeping & Financial Tracking

• Hands on bookkeeping experience
• Experience with:
  • Expense and payment tracking
  • Maintaining accurate financial records
  • Keeping records clean, current, and review ready
• Comfortable using QuickBooks and Excel for everyday tracking

Communication

• Excellent English (written and spoken)
• Clear, professional, and effective communicator
• Comfortable communicating with vendors, professionals, and internal stakeholders