Senior Executive Assistant to the CEO

ROLE OVERVIEW

We are seeking an exceptional Senior Executive Assistant to the CEO to serve as a trusted partner to the CEO of a rapidly growing company. This is an opportunity for an experienced executive professional who wants to become a trusted partner to a CEO and play an important role behind the scenes of a growing organization.

This is not a traditional administrative role. We are looking for a highly intelligent, experienced, organized, resourceful, and exceptionally driven individual who can operate at the pace and standard of a CEO managing a growing organization, an expanding C-suite, multiple priorities, frequent travel, and a demanding schedule.

The right candidate will become an extension of the CEO—helping manage time, priorities, communication, information flow, meetings, travel, follow-through, and the many moving pieces surrounding the Office of the CEO.

This individual must be a big-picture thinker and a detail-oriented executor: someone who can anticipate what is needed before being asked, solve problems independently, maintain absolute discretion, and consistently bring structure and clarity to a fast-moving environment.

Above all, this person should make the CEO more organized, more prepared, more focused, and more effective.

RESPONSIBILITIES:

CEO Calendar & Time Management

• Own and manage a complex and constantly evolving executive calendar.
• Prioritize meetings and commitments based on business importance, urgency, and CEO priorities.
• Protect the CEO’s time and ensure it is allocated to the highest-value activities.
• Anticipate scheduling conflicts and resolve them proactively.
• Build appropriate preparation, travel, thinking time, and follow-up time into the calendar.
• Ensure the CEO knows where to be, when to be there, who will be present, and what needs to be accomplished.
• The expectation is not simply to manage the calendar, but to manage the CEO’s time as a strategic resource.

C-Suite & Leadership Coordination

• Serve as a key communication and coordination point between the CEO and senior leadership team.
• Coordinate meetings and communication with C-suite executives and other senior leaders.
• Ensure important requests, decisions, and information reach the CEO efficiently.
• Track key commitments and follow-ups coming out of leadership discussions.
• Help ensure executives are prepared for meetings with the CEO.
• Maintain visibility into important deadlines, deliverables, and decisions requiring CEO attention.
• Follow up respectfully but persistently when commitments or information are outstanding.

Meeting Management & Follow-Through

• Ensure important meetings are purposeful, organized, and productive.
• Prepare agendas, briefing materials, reports, presentations, and relevant background information.
• Understand the purpose and desired outcome of meetings before they occur.
• Capture key decisions, action items, owners, and deadlines when appropriate.
• Track follow-ups and ensure commitments do not disappear after meetings.
• Identify issues requiring CEO attention and surface them proactively.

Email & Communication Management

• Help create structure around a high-volume flow of communication.
• Assist with monitoring, organizing, prioritizing, and flagging important emails.
• Identify urgent matters requiring immediate CEO attention.
• Help draft and coordinate executive correspondence when requested.
• Maintain appropriate follow-up systems so important communications are not missed.
• Understand which matters require the CEO personally and which can be delegated or redirected.

Travel & Logistics

• Manage executive travel seamlessly from beginning to end.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, reservations, meetings, and detailed itineraries.
• Anticipate changes and solve travel problems quickly and calmly.
• Ensure the CEO has all necessary information, confirmations, documents, contacts, and logistics before departure.
• Remain available when necessary to resolve issues during travel.
• Travel should feel effortless to the CEO because the details have already been anticipated and handled.

Organization & Executive Systems

• Create and maintain systems that bring structure to a highly dynamic schedule.
• Maintain CEO priority and follow-up lists.
• Develop systems for tracking open items, decisions, commitments, and deadlines.
• Keep information organized and easily accessible.
• Identify inefficiencies and proactively recommend better processes.
• Maintain a strong understanding of the CEO’s major business priorities and ensure the schedule and workflow reflect them

REQUIREMENTS:

• A minimum of 10-15 years of experience supporting senior executives, founders, CEOs, or other high-level principals in demanding environments.
• Exceptional intelligence, judgment, and common sense.
• Outstanding organizational and time-management skills.
• A proactive, anticipatory mindset.
• Strong business acumen and ability to understand the bigger picture.
• Extreme attention to detail without losing sight of priorities.
• Excellent written and verbal communication.
• Confidence interacting with C-suite executives, board members, investors, business partners, and other senior stakeholders.
• Strong problem-solving ability and resourcefulness.
• Ability to make sound decisions without requiring constant direction.
• High emotional intelligence and ability to read situations and people.
• Excellent memory and follow-through.
• Comfort operating in a fast-paced environment where priorities can change quickly.
• Absolute discretion and confidentiality.
• Professionalism, maturity, composure, and good judgment.

PREFERRED QUALIFICATIONS:

• Direct experience supporting a CEO, founder, chairman, family office principal, or C-suite executive.
• Experience in a rapidly growing entrepreneurial organization.
• Experience coordinating complex executive travel and schedules.
• Experience working directly with senior leadership teams.
• Strong technology skills and comfort learning new productivity and AI tools.
• Excellent professional references demonstrating trust, longevity, discretion, and performance.

THE MINDSET:

• We are looking for someone who naturally thinks: “I have it handled.”
• Rather than waiting for instructions, this person anticipates needs, identifies potential problems, develops solutions, and moves things forward.
• When something changes, they adjust.
• When something goes wrong, they solve it.
• When something is unclear, they figure it out.
• When something is important, they follow through until it is complete.

The ideal candidate should be comfortable being two or three steps ahead of the CEO while remaining calm, discreet, professional, and highly organized.

AVAILABILITY AND COMMITMENT:

• This is a demanding position supporting a CEO and requires a high degree of flexibility.
• The successful candidate understands that executive schedules do not always operate within traditional business hours. There may occasionally be early mornings, evenings, weekends, travel changes, or urgent matters requiring attention.
• We are looking for someone who is highly responsive and available when genuinely needed, while also possessing the judgment to distinguish between what is urgent and what can wait.
• This role requires a strong sense of ownership, commitment, and personal responsibility.

WHAT SUCCESS LOOKS LIKE:

• Within the first several months, the successful candidate will have developed a deep understanding of the CEO’s priorities, working style, leadership team, schedule, relationships, and communication preferences.
• Fewer scheduling conflicts and distractions.
• Better preparation for important meetings.
• Clearer prioritization of time.
• Stronger follow-through across the organization.
• Better organization of communications and information.
• Seamless travel and logistics.
• Fewer items falling through the cracks.
• Greater visibility into outstanding decisions and commitments.
• More time available to focus on strategy, leadership, growth, and the highest-value areas of the business.

BENEFITS:

• Health & Wellness – Medical, Dental & Vision
• PTO
• Discounted Meals
• Growth Opportunities
• 401(k) Plan with Company Match

The general nature and level of work being performed by persons assigned to this job classification are contained in this job description. This job description should not be construed as an exhaustive list of all responsibilities, essential job functions, duties, skills required and other job requirements of personnel in this role. All employees may be required to perform duties outside of their normal responsibilities from time to time as needed. Management reserves the right to assign or reassign duties and responsibilities to the job at any time.

Pura Vida Miami is proud to be an equal opportunity employer. We are committed to creating a workplace where diversity is celebrated and everyone feels welcome, regardless of race, color, religion, national origin, age, sex, sexual orientation, gender identity or expression, disability, veteran status, or any other legally protected characteristic. We believe that building a team with diverse perspectives and experiences makes us stronger, more creative, and more connected to the communities we serve.

Agency Disclaimer

We’ve got this covered! At Pura Vida Miami, our Talent Acquisition team leads all hiring efforts internally. We do not accept unsolicited resumes from agencies, we mean it. Any resumes sent our way without a signed agreement in place (including those sent directly to our team or hiring managers) will be considered property of Pura Vida Miami and we won’t be responsible for any fees. If you’re interested in partnering with us, reach out to our Talent team first. We’re happy to connect the right way!