Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to provide high-level support to a senior leader in Miami, Florida. This role requires exceptional judgment, strong organizational ability, and the confidence to manage a fast-moving schedule while serving as a key point of contact for internal and external stakeholders. The ideal candidate brings a detail-oriented approach and executive presence, handles sensitive information with discretion, and keeps priorities on track in a demanding executive environment.

Responsibilities:

• Oversee the executive’s calendar by organizing appointments, resolving scheduling conflicts, and ensuring daily priorities are aligned with business needs.

• Prepare and submit expense documentation with accuracy, maintaining timely records and supporting reimbursement processes.

• Accompany the executive to meetings when needed, coordinate agendas and materials in advance, and capture follow-up items to support execution.

• Act as the primary contact for outside partners and other key stakeholders, representing the executive office with sound judgment.

• Monitor deadlines across competing priorities, adjusting plans as needed to keep critical commitments on schedule.

• Review incoming calls, correspondence, and mail, determining urgency and directing items appropriately before they reach the executive.

• Arrange domestic and international travel plans, including itineraries, accommodations, transportation, and related logistics.

• Provide administrative and clerical support for executive-level activities, including meeting coordination and document preparation.

Seeking someone who is looking for work life balance to contribute to a well known and established non-profit org. If you are interested in hearing more about this opportunity, please call me Janet View phone number on us.fitly.work or email View email address on us.fitly.work

• 10+ years of experience supporting senior executives, preferably at the C-suite level.
• Demonstrated success managing complex calendars, meetings, and travel arrangements in a fast-paced environment.
• Strong experience handling expense reports and other executive administrative processes with a high degree of accuracy.
• Excellent communication skills with the ability to interact effectively with external contacts and high-profile stakeholders.
• Proven ability to prioritize changing demands, manage deadlines, and remain composed under pressure.
• High level of discretion when working with confidential information and sensitive business matters.
• Proficiency in general office and administrative tools used for scheduling, correspondence, and document preparation.