Executive Assistant

Executive Assistant

Location: Miami, FL | On-Site

Compensation: $90,000 Base Salary

Schedule: Full-Time

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Owner of a growing, multi-entity real estate investment and operations business. This is a hands-on role that goes beyond traditional administrative support, requiring strong financial, operational, and project coordination skills.

Key Responsibilities:

• Provide direct executive support to the Owner, managing daily priorities, calendar coordination, scheduling, and meeting preparation.
• Oversee administrative and operational processes across multiple real estate business entities.
• Coordinate property renovation projects, contractor schedules, permits, invoices, materials, and project updates.
• Manage contractor invoices, accounts payable, payment preparation, and weekly payment processing.
• Maintain and update QuickBooks Online across multiple entities, ensuring accurate transaction coding and timely financial records.
• Manage vendor relationships, W-9s, insurance certificates, utility accounts, HOA accounts, and county contacts.
• Maintain accurate property records, project spreadsheets, electronic files, and transaction status updates.
• Prepare daily written reports for the Owner, communicating project progress, outstanding items, and next steps.
• Ensure compliance with company financial policies, payment approval procedures, documentation, and verification controls.
• Communicate professionally with contractors, vendors, lenders, title companies, and internal team members in both English and Spanish.

Qualifications:

• 3+ years of experience supporting an Owner or senior executive in an operational business.
• Fully bilingual in English and Spanish, including professional written communication.
• Strong working knowledge of QuickBooks Online.
• Experience with accounts payable, invoicing, vendor management, and financial administration.
• Real estate, construction, property management, or title industry experience is highly preferred.
• Must be comfortable working independently in a fast-paced, hands-on environment.

This is an on-site position in Miami, FL. Remote or hybrid arrangements are not available.