Personal Executive Assistant to President

Personal Executive Assistant to the President

Location: Miami, FL | Employment Type: Full-Time | Language Requirement: Bilingual (English & Spanish) – Portuguese a Plus

Join the world of international art, luxury, and innovation.

We’re seeking a high-energy, detail-obsessed Personal Executive Assistant to support the President . This role blends classic PA responsibilities with hands-on tasks in Acumatica, client relationships, donations, travel, and light content capture (photo/video) for the artist.

Key Responsibilities:

• Calendar Management: Organize and manage both business and personal schedules for the President; proactively adjust as priorities shift. Support prioritization with CEO.
• Task & Project Tracking: Maintain a running list of action items, ideas, and projects discussed by the President, with timely follow-ups and clear ownership.
• Daily Briefing: Provide a concise overview of the following day by 5:00 p.m. daily. Morning check-ins and reminders throughout the day.
• Travel Coordination: Arrange detailed domestic/international travel (business & personal), including flights, hotels, cars, itineraries, and on-the-fly changes.
• Correspondence & Communication: Read, research, and route correspondence; draft letters and documents; communicate professionally via phone, email, Teams/Zoom, and in-person with clients, VIPs, and partners.
• Research Support: Execute specialized research projects as needed.
• Archiving: Organize and maintain historical records, photos, and writings from key events and travels.
• Gifting Logistics: Handle gift requests, signatures, dedications, shipping, and delivery confirmation.
• File Management: Maintain secure personal and professional files; ensure version control and easy retrieval.
• Gatekeeping: Serve as primary liaison for the President, managing access, priorities, and communications with discretion.

Operations Support:

• Acumatica: Create gift orders as needed and ensure data accuracy and timely processing.
• Visual Presentations: Compile polished travel itinerary's as required.
• Tours & Hosting: Conduct tours as needed; schedule meetings, send calendar invites (Microsoft), and assist on-site for appointments/events.
• Travel/event support: travel with CEO and/or President as needed, take notes and assist with photos and videos.
• Other ad hoc reports and duties as assigned
• Artwork QA & Shipping: Inspect artworks prior to shipment; verify against invoice/COA, frame specs, addresses, and partner requirements.

What We Expect:

• Highly organized, detail-oriented, proactive; anticipates needs and stays ahead of the curve.
• Comfortable with VIP-level professionalism and strict confidentiality.
• Thrives in a fast-paced, ever-evolving environment; friendly, energetic, and respectful in every interaction.
• Self-starter with excellent follow-through and ownership mindset.
• Accountability: Always owning processes, providing updates for tasks and recaps.

Required Skills & Qualifications:

• Fluent in English (spoken & written); Spanish speaking required. (Portuguese a plus.)
• Strong written communication; ability to draft routine correspondence and clear summaries.
• Acumatica experience (or strong ERP aptitude) and Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word).
• Comfortable with iPhone and WhatsApp; basic photo/video capture for studio updates.
• Experience with travel booking (commercial or private).
• Competent with basic math (add/subtract/multiply/divide, fractions/decimals).
• Strong comprehension of oral/written instructions; quick-thinking, solution-oriented, and highly adaptable.
• Proven ability to build trust and maintain confidentiality.
• Professional demeanor with a commitment to excellence and quality.

We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Type: Full-time

Pay: Up to $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Miami, FL 33150 (Preferred)

Ability to Relocate:

• Miami, FL 33150: Relocate before starting work (Preferred)

Work Location: In person

Salary : $70,000