| Location | Miami, FL |
Position Summary
The Executive Assistant to the CEO provides executive, administrative, project-management, and personal-assistant support to help advance the CEO’s priorities and Company initiatives.
This role manages scheduling, communications, meetings, travel, reporting, follow-up activities, special projects, and appropriate personal-assistant responsibilities. The Executive Assistant serves as a central point of coordination between the CEO, executive leadership, internal departments, vendors, business partners, and other stakeholders.
The position requires a high degree of professionalism, discretion, responsiveness, organization, and sound judgment, with the ability to anticipate needs and effectively manage competing priorities in a fast-paced executive environment.
Key Responsibilities
Manage the CEO’s calendar, meetings, priorities, travel, appointments, and daily administrative needs.
Coordinate and prioritize meeting requests, scheduling conflicts, deadlines, and time-sensitive matters.
Prepare agendas, presentations, reports, meeting materials, briefing documents, and executive correspondence.
Document meeting notes, decisions, action items, responsibilities, and deadlines.
Coordinate communication and follow-up between the CEO, executive leadership, internal departments, vendors, business partners, and external stakeholders.
Track assignments, commitments, outstanding items, and decisions requiring the CEO’s attention.
Provide project-management support for executive priorities, Company initiatives, and special projects.
Maintain project plans, timelines, task lists, status reports, and follow-up schedules as needed.
Coordinate meetings and deliverables between internal teams, leadership, vendors, and external partners.
Assist with preparation and coordination for executive meetings, leadership meetings, company events, conferences, and other functions involving the CEO.
Coordinate executive travel, including transportation, accommodations, itineraries, reservations, and related logistics.
Organize executive files, reports, correspondence, records, and confidential information.
Screen, prioritize, organize, and appropriately route communications and requests requiring the CEO’s attention.
Provide personal assistant support to the CEO, including personal scheduling, appointments, reservations, travel coordination, errands, and other reasonable personal administrative needs.
Coordinate with personal service providers, vendors, contacts, or other third parties when requested by the CEO.
Maintain appropriate organization and confidentiality between Company-related and personal matters.
Anticipate scheduling, administrative, logistical, and communication needs and proactively address potential issues.
Perform additional duties that support the CEO, Executive Office, and Company initiatives.
Perform other duties, special projects, personal-assistant responsibilities, and non-routine assignments as requested by the CEO as business and executive needs arise and when reasonably aligned with the employee’s skills and capabilities.
Leadership Expectations
Serve as a trusted and dependable partner to the CEO.
Demonstrate professionalism, discretion, responsiveness, confidentiality, and sound judgment.
Take ownership of assignments and follow through from planning to completion.
Anticipate the CEO’s needs, identify potential issues, and recommend practical solutions.
Protect and effectively manage the CEO’s time and priorities.
Communicate clearly and maintain accountability across projects, departments, and stakeholders.
Represent the CEO and Executive Office professionally when interacting with employees, leadership, business partners, vendors, and external stakeholders.
Remain flexible and adaptable as executive priorities, schedules, and business needs change.
Handle confidential business, financial, employee, transaction-related, and personal information appropriately.
Preferred Qualifications
Experience supporting a CEO, President, C-suite executive, senior executive, or department leader.
Experience in executive administration, personal assistance, project coordination, business operations, or a related field.
Experience managing complex calendars, executive travel, meetings, and competing priorities.
Strong organizational, written communication, interpersonal, and problem-solving skills.
Ability to exercise discretion and sound judgment when handling confidential or sensitive matters.
Ability to anticipate needs, work independently, and follow through on assignments with limited supervision.
Ability to manage multiple priorities, deadlines, and stakeholders in a fast-paced environment.
Strong attention to detail and ability to adapt quickly to changing priorities.
Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related business tools.
Willingness and ability to provide both professional executive support and appropriate personal assistant support to the CEO.
Measures of Success
Success in this position will be measured by:
Effectiveness of executive, administrative, and personal assistant support.
Accuracy and timeliness of meetings, communications, travel arrangements, reports, and follow-up activities.
Effective management and protection of the CEO’s schedule, priorities, and time.
Successful coordination of executive projects, Company initiatives, and deliverables.
Visibility and accountability across assignments, responsibilities, deadlines, and outstanding items.
Quality of executive meeting preparation, documentation, communication, and organizational support.
Ability to anticipate needs and proactively resolve administrative, scheduling, and logistical issues.
Appropriate handling of confidential Company and personal information.
Positive feedback from the CEO, executive leadership, and internal and external stakeholders.
Travel Requirement: Occasional travel, including meetings, company events, executive functions, and other business-related travel