Executive & Personal Assistant to CEO

OVERVIEW:

**Please note: This position is not with EfficientAide. It is a full-time, in-person opportunity with one of our clients located in Miami, FL. The client’s identity will remain confidential until the second interview stage.

Location: Miami, FL (On-site only)

Role Type: Full-time | High-trust | High-discretion

Reports To: CEO

Compensation: $70k - $80k (based on experience) Bonus Full Benefits

We are seeking an exceptional Executive Assistant / Chief of Staff to provide dedicated, comprehensive support to the CEO of a dynamic global organization. This role is exclusively focused on supporting the CEO across both professional and personal domains, operating as a trusted strategic partner and execution lead.

The CEO manages multiple businesses, investments, a demanding travel schedule, and family responsibilities. This role requires someone who can seamlessly integrate business operations, executive support, and family logistics with precision, discretion, and anticipatory judgment.

This is an on-site role based in Miami. It is not hybrid and does not involve traveling with the CEO. Instead, the role ensures continuity, structure, and execution while the CEO is traveling.

• Manage the CEO’s calendar, time blocks, meetings, travel logistics, follow-ups, and strategic priorities.
• Prepare executive briefing materials, pre-reads, decision summaries, and next-steps tracking.
• Create and refine business presentations, executive communications, and board-level materials.
• Coordinate meeting agendas, document decisions, and ensure follow-through to completion.
• Act as a gatekeeper, protecting the CEO’s time and attention.
• Maintain absolute confidentiality and a disciplined executive presence.
• Support data tracking and reporting, including dashboards (PowerBI or similar tools preferred).
• Coordinate cross-functionally with Operations, Finance, Product, HR, Sales, and external stakeholders to drive execution.

This responsibility is core to the role and not optional.

• Manage logistics related to the CEO’s children (ages 12 and 14), including:
• School coordination and direct communication with teachers when needed.
• Tracking academic milestones, testing dates, applications, deadlines, and records.
• Scheduling tutoring, enrichment programs, extracurriculars, summer camps, and college-prep activities.
• Coordinate family travel, reservations, documentation, and alignment with school calendars.
• Attend select school or children’s events on behalf of the CEO when required.
• Proactively plan and organize to reduce stress and ensure smooth day-to-day execution for the family.

• Keep projects moving by aligning stakeholders, tracking deadlines, and surfacing risks early.
• Organize leadership offsites, board preparation, speaking engagements, and special initiatives.
• Monitor priorities across both business and personal spheres to ensure nothing slips.
• Serve as a sounding board and trusted advisor to the CEO.

• Proven experience as an Executive Assistant and/or Chief of Staff supporting a CEO, founder, or high-net-worth individual in a hybrid personal and business capacity.
• Demonstrated experience coordinating family logistics, including school engagement, academic planning, and children’s schedules.
• Experience supporting leaders in high-growth, complex, or multi-entity environments.
• Strong proficiency in Microsoft Office, PowerPoint, project coordination tools; PowerBI experience is a plus.
• Comfortable working with service providers, schools, advisors, travel coordinators, and external partners.
• Fluent in English and at least one additional language (Spanish strongly preferred).
• Hispanic cultural background strongly preferred, given the company’s culture and leadership context.

• Highly anticipatory — consistently thinks ahead and prepares before being asked.
• Exceptionally organized, disciplined, and detail-oriented.
• Emotionally intelligent, loyal, trustworthy, and professional.
• Calm under pressure and capable of managing multiple priorities simultaneously.
• Family-minded — genuinely enjoys supporting children’s development and structured planning.
• Strong hospitality mindset with an understanding of executive-level preparedness and presentation.

• Based primarily in the Miami office (on-site only).
• Does not travel with the CEO; ensures continuity and execution while the CEO is away.
• Minimal local travel may be required for family-related events or obligations.
• High level of discretion, ownership, and accountability is expected at all times.

• The CEO is focused on high-impact decisions rather than logistics.
• Business operations, communications, and priorities move forward seamlessly.
• Children’s schedules, academic preparation, and activities are managed proactively and ahead of deadlines.
• A predictable, organized rhythm to planning, communication, and execution.
• The CEO feels consistently supported, prepared, and less overwhelmed.

$70,000 - $80,000 per year