Executive Assistant

We're looking for a highly organized, detail-oriented Executive Assistant who thrives on keeping people and projects moving, loves nightlife and music culture, and can bring structure and follow-through to a fast-paced business development team. The Executive Assistant provides day-to-day administrative and organizational support to the VP of Business Development, managing calendar and scheduling, meetings, travel, communications, expenses, and follow-up. This role keeps the VP organized and ensures administrative and logistical needs are handled efficiently, allowing the VP and the Special Projects team to stay focused on business development, strategic initiatives, and project execution. This is an entry-level, full-time, on-site position based in Miami, and a great fit for someone early in their career looking to grow inside the live music and events industry. What You'll Do Manage the VP's calendar: schedule meetings, appointments, and calls, and help prioritize competing requests Coordinate internal and external meetings, including agendas, materials, and logistics Screen and prioritize emails, correspondence, and incoming requests as needed Coordinate travel, including flights, accommodations, transportation, and itineraries Prepare and process expense reports, reimbursements, invoices, payouts, and related documentation Prepare and edit presentations, reports, spreadsheets, and meeting materials Attend meetings as needed, take notes, track action items, and follow up with stakeholders Serve as a liaison between the VP and internal teams, vendors, partners, and external stakeholders Maintain organized files, records, contacts, and contract Coordinate logistics for site visits, partner meetings, events, and other business activities Assist with research, information gathering, and preparation of briefs or summaries Anticipate the VP's administrative and scheduling needs and proactively address outstanding items Maintain confidentiality and exercise discretion with sensitive company and executive information Who You Are You're the person who already knows what's needed before anyone asks. You keep twenty moving pieces in orbit without dropping one, and you find the detail everyone else scrolled past. You have 1 to 2 years in an assistant, coordinator, or administrative role, and you're ready to run at a bigger scale You treat a calendar like a control panel: priorities in order, conflicts solved before they land, nothing lost in the noise You write and speak clearly and professionally, whether it's an artist's team, a vendor, or someone in the building You're fluent in Google Workspace and Microsoft Office, and you build a clean deck or spreadsheet without being asked twice You hold confidential information the way it should be held: quietly You don't flinch when the plan changes at 6pm, because in this industry it will You actually care about live music, nightlife, and what happens after dark You're up for the occasional event, trip, or late night when the moment calls for it You're authorized to work in the U.S. (no visa sponsorship) #J-18808-Ljbffr