Executive Assistant to the Chairman

Job Description

Executive Assistant to the Chairman

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Location: Miami, FL (in person, occasionally hybrid)

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Reports to: Chairman

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Type: Full time, exempt

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Travel: Domestic and international, as needed

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Salary: $90,000 to $100,000, commensurate with experience and references

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ABOUT THE OPPORTUNITY

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Our client is a private Chairman's office overseeing three international portfolio companies, based in Miami. This is a rare opportunity to serve as the trusted right hand to a Chairman with a global reach.

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THE ROLE

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We are seeking an experienced Executive Assistant to provide personal, high touch executive support to the Chairman across three international portfolio companies. You will own calendars, travel, communications, and follow through so the Chairman can stay focused on the decisions that matter most.

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This is a senior, trusted seat. The right person handles every detail flawlessly, coordinates seamlessly across time zones and stakeholders in several countries, and represents the Chairman with professionalism, discretion, and poise in every interaction.

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The ideal candidate is an established career Executive Assistant or Chief of Staff level professional who has supported a Chairman, Founder, or principal, ideally across multiple entities. For the right person, there is real room to grow.

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WHAT YOU'LL DO

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Calendar, Gatekeeping & Time Management

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• Own the Chairman's complex, multi time zone calendar across three portfolio companies and competing stakeholders

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• Act as the gatekeeper for the Chairman's time, exercising sound judgment on what gets through and holding the line with grace under pressure

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• Resolve scheduling conflicts proactively and independently, ideally before anyone else notices them

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Personal & Executive Support to the Chairman

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• Provide personal, high touch support to the Chairman, anticipating needs and managing professional and personal priorities with care

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• Serve as a trusted point of contact across the Chairman's three international portfolio companies, keeping information and commitments moving smoothly between them

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• Take ownership of defined projects on the Chairman's behalf and see them through to completion using an organized tracking system

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• Maintain orderly files, documentation, and follow up systems for the Chairman's office

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Travel & Logistics

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• Plan and execute complex domestic and international travel for the Chairman, including flights, ground transportation, and accommodations across time zones

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• Deliver complete itineraries in advance of departure, with all confirmations, documents, and contacts in one place

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• Monitor travel and surface changes with a solution already attached

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• Travel with or ahead of the Chairman as needed

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Communications & Stakeholder Coordination

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• Triage inbound requests, draft polished correspondence on the Chairman's behalf, and manage follow up

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• Coordinate with stakeholders in several countries, including portfolio company leaders, investors, and external advisors, handling sensitive matters with discretion

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• Prepare briefing materials and notes for meetings, calls, and travel; track commitments made in meetings and close the loop on them

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Administrative Support

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• Manage expense reporting, reimbursements, and receipt reconciliation on a rolling basis

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• Liaise with accounting and external advisors on administrative matters

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WHO YOU ARE

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• Experienced and polished. You bring a formal, professional approach and the executive presence to represent the Chairman with poise to senior stakeholders.

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• Type A and meticulously organized. Details don't slip. Confirmation numbers are correct, times are in the right time zone, names are spelled right.

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• Discreet at the most senior level. You've handled confidential matters and sensitive stakeholders, and have never been the reason something leaked.

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• A gatekeeper. You've been the filter for a principal's time and can hold the line under pressure without burning relationships.

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• A mature problem solver. You stay calm, think several steps ahead, and resolve issues independently, arriving with solutions rather than questions.

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• An owner. You run work through systems, not memory, and you take responsibility for the outcome.

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• A strong writer. You draft clear, polished communication that reflects well on the Chairman.

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• Globally minded. You are comfortable working across countries, cultures, and time zones.

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• Tech fluent. You are confident in Google Workspace, Slack, and modern productivity tools.

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EXPERIENCE

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• An established career Executive Assistant or Chief of Staff level professional who has supported a Chairman, Founder, or principal, ideally across multiple entities

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• Heavy calendar and travel management: complex, multi time zone, with stakeholders in several countries

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• Exposure to investor relations is a strong plus

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• A startup or venture background is preferred, not required

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• Familiarity with tools such as Asana or ClickUp is preferred, not required

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• Based in Miami or willing to relocate; relocation assistance may be considered for top candidates

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• Current passport preferred

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• Bachelor's degree preferred

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HOW THE ENGAGEMENT BEGINS

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The engagement begins with a paid 90 day trial focused on defined short term projects. It is a chance for both sides to work together on real priorities and assess mutual fit before committing to the long term.

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WHAT WE OFFER

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• $90,000 to $100,000 base salary, commensurate with experience and references

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• Performance bonus eligibility

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• Medical, dental, and vision coverage

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• Generous PTO

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• Relocation assistance considered for top candidates

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• Direct mentorship from the Chairman, with room to grow into broader responsibility for the right candidate

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• Front row exposure to the inner workings of a Chairman's office and an international portfolio of companies

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