Executive Assistant (Miami)

Job Description

Our client is seeking an experienced Executive Assistant to provide high-level administrative and organizational support to members of the C-suite. This individual will serve as a trusted partner to senior leadership and will be responsible for managing confidential information, coordinating complex schedules, and ensuring executives are prepared and organized for meetings, travel, and other priorities.

Essential Duties and Responsibilities:

• Manage complex and frequently changing executive calendars, appointments, meetings, and commitments.
• Coordinate domestic and international travel, including itineraries, accommodations, agendas, and supporting materials.
• Prepare expense reports, correspondence, presentations, reports, and other executive-level documents.
• Handle confidential information and communications with a high degree of discretion and professionalism.
• Screen and prioritize phone calls, correspondence, visitors, and meeting requests.
• Anticipate executive needs and proactively coordinate the appropriate people, information, and resources.
• Support executive meetings, leadership meetings, company events, and off-site gatherings, including preparation of agendas and materials.
• Assist with communications and administrative coordination related to the Board of Directors and other senior-level stakeholders.
• Maintain organized executive files, contacts, records, and other important documentation.
• Track action items, deadlines, and follow-ups to ensure priorities remain on schedule.
• Take ownership of special projects and assignments from initial planning through completion.
• Build and maintain strong relationships with internal and external contacts while exercising sound judgment regarding priorities and communication.
• Identify opportunities to improve administrative processes, organization, and efficiency.
• Work independently, prioritize competing demands, and adjust quickly in a fast-paced executive environment.
• Perform additional responsibilities and special projects as needed.

Education & Experience

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• 10+ years of administrative or executive support experience , including significant experience supporting C-level or senior executives.
• Experience working in a fast-paced, complex, or entrepreneurial organization preferred.
• Experience supporting executive leadership teams and/or Board-level activities strongly preferred.

Skills & Qualifications

• Excellent written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• High level of professionalism, discretion, and confidentiality.
• Strong judgment and ability to anticipate needs before they arise.
• Ability to work independently while collaborating effectively with a broader team.
• Advanced proficiency with Microsoft Office, including Outlook, Word, PowerPoint, and Excel .
• Strong comfort with technology and modern workplace tools.
• Professional presence and ability to interact effectively with executives, clients, and other senior stakeholders.