المسمى الوظيفي

Role overview

This position is with a family office in Coral Gables and is based entirely onsite in Miami, Florida. The successful candidate will provide high-level administrative and operational support to senior executives, helping keep day-to-day business activities running smoothly so leadership can stay focused on strategic priorities.

The role calls for strong judgment, excellent organization, a high level of discretion, and a proactive style of working. The ideal person will be comfortable balancing several priorities at once, handling confidential matters, and supporting multiple executives in a busy environment.

Key responsibilities

Oversee demanding executive calendars, including scheduling, prioritizing requests, resolving conflicts, and coordinating across different stakeholders and time zones.
Arrange business travel within the United States and internationally, covering flights, lodging, ground transportation, itineraries, and related logistics.
Plan meetings, leadership gatherings, off-site sessions, and company events by managing schedules, materials, technology needs, catering, and overall coordination.
Draft, revise, and format correspondence, presentations, reports, meeting agendas, and other business documents.
Act as a main administrative contact for internal teams and outside partners while maintaining a professional tone and strict confidentiality.
Track follow-ups, action items, deadlines, and key deliverables to help ensure timely completion of important work.
Handle administrative and operational tasks such as expense reports, purchase requests, invoice handling, vendor coordination, budget tracking, and onboarding support.
Keep records accurate and safeguard sensitive company information with the highest discretion.
Identify and suggest process improvements that make administrative workflows more efficient and strengthen executive support.
Provide backup assistance to other executive support team members and help with broader cross-functional administrative needs when required.
Support special projects, research tasks, reporting, and continuous improvement initiatives.
Remain flexible to support business needs outside normal working hours when necessary.

Qualifications

A bachelor’s degree is preferred, though an equivalent mix of education and professional experience may also be considered.

The role requires at least 8 years of progressive experience in executive administrative support within a fast-paced professional setting.

Additional coursework or certifications in business administration, project coordination, or office management would be an advantage.

The candidate should be able to manage confidential information with professionalism and integrity, and should bring strong planning, coordination, communication, and interpersonal skills.

Advanced capability with Microsoft Office, Google Workspace, Outlook, Microsoft Teams, Zoom, and similar productivity tools is expected.

The right person will be self-driven, adaptable, able to anticipate executive needs, and comfortable responding quickly to issues before they escalate.

Desired competencies

Strong organizational and time-management ability.
High attention to detail and accuracy.
Good professional judgment, discretion, and integrity.
A collaborative, positive, and service-focused mindset.
Resourcefulness and a proactive approach to problem-solving.
Ability to build effective relationships across all organizational levels.
Independent decision-making with minimal supervision.
Excellent written and verbal communication skills.
Willingness to adapt to changing business needs.
Proven ability to manage sensitive information confidentially.
Reliable, responsive, and committed to quality administrative support.

Working conditions

This is a full-time onsite role. The position may occasionally require flexibility beyond standard working hours depending on business priorities.

Executive Assistant

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