Our client in Miami, FL is seeking an accomplished Executive Assistant to provide high-level administrative support to the Principal, ensuring smooth day-to-day operations and efficient management of key responsibilities. This role centers around overseeing the Principal’s professional schedule, coordinating communications, and facilitating seamless workflows.

The ideal candidate brings experience supporting senior executives, demonstrating a high degree of professionalism, attention to detail, and discretion. A proactive mindset, strong organizational skills, and adaptability are essential. Success in this role requires on-call availability, with flexibility to respond to changing needs as they arise. This role requires excellent communication abilities, a collaborative spirit, and a positive, solutions-oriented approach to any challenge.

Role is Miami-based and in-person Monday through Friday with 24/7 accessibility during early mornings, late evenings and weekends.

Responsibilities:

Calendar Management

• Manage the Principal's calendar with precision, scheduling appointments and factoring in travel time between destinations for optimal efficiency (e.g., coordinating with domestic staff and providing real-time reminders to ensure Principal is on time)

• Manage the Principal’s children’s schedules including keeping track of school events (e.g., parent-teacher conferences, school holidays, important dates such as exams or report card days), organizing tutors and extracurricular activities (e.g., coordinate schedules with tutors/trainers/coaches, etc.)

• Coordinate with relevant parties to ensure smooth transitions between meetings and personal engagements.

 

Summarizing Emails and Managing Invites

• Summarize emails, highlighting key points for the Principal’s attention and ensuring action items are noted (e.g., flag priority items in real-time throughout the day, summarize remaining emails end of day into concise 1-page summary for Principal’s review daily)

• Handle invites and scheduling requests, ensuring alignment with the Principal's priorities and preferences (e.g., ensure all invites are accurately reflected in the Principal’s electronic and printed calendars daily, coordinate with Principal’s husband’s office on social engagements and kid’s schedules)

• Follow up on outstanding tasks to ensure timely completion.

 

Logistics

• Coordinate travel logistics, including flights, accommodations, and ground transportation, as well as communication with drivers, pilots, and home staff.

• Plan seamless commutes, managing scheduling and handoffs between destinations.

• Proactively address any logistical challenges and develop solutions to maintain smooth operations.

 

Marketing & Purchasing

• Work closely with principals to create branded apparel and gifts for limited partners and visiting team’s owners at sporting events and investor meetings/conferences

• Maintain an inventory of identified items at principal’s residences

• Implement “swag” program across ecosystem

• Manage personalized gift-giving at holidays and other special occasions

• Perform administrative duties related to the above

• Develop relationships with vendors

• Maintain a database for sourcing and collecting information

• Manage event logistics, including venue selection, vendor coordination, budget management, and promotional activities/gifts

• Oversee event registration, guest lists, and communication with attendees

• Provide post-event reports with insights and recommendations for improvement

 

General Responsibilities

• Provide comprehensive administrative support, including personal errands such as dry cleaning and managing meals.

• Anticipate the Principal's needs, identify challenges and develop effective solutions in a timely manner.

• Demonstrate a proactive approach to follow-up, ensuring prompt and accurate completion of tasks and action items

• Maintain strong communication with internal and external stakeholders to support daily operations.

• Collaborate with the Mr's office on family-related matters and ensure clear communication.

• Exercise discretion and independent judgment when handling sensitive information.

• Uphold confidentiality and professionalism in all interactions

 

Qualifications:

• Excellent calendar management skills, including coordination of meetings/calls/events

• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.

• Ability to work independently, high attention to details and strong organizational skills

• Commitment to provide ad-hoc weekend support and to be on-call outside of traditional business hours

• Self-starter attitude with excellent anticipation skills, problem-solving and follow up

• Strong track record and demonstrated commitment to upholding our core values of excellence, teamwork, stewardship, integrity, and respect

Compensation:
$125,000 - $150,000...if you are more junior, you will be at the lower end of this range and the more years of experience you have, you will be on the higher end of the pay range.
Health Benefits