Executive Business & Operations Assistant

Executive Business & Operations Assistant

Location: Miami - Employment Type: Full-Time

About Us

We are a fast-growing food technology startup transforming how fresh meals are prepared in hotels, corporate dining, healthcare, and other commercial foodservice environments.

Working with manufacturers, suppliers, customers, and strategic partners across multiple countries, our team operates in a dynamic, entrepreneurial environment where no two days are the same.

As we continue to grow, we are looking for an exceptional Executive Business & Operations Assistant who will become a trusted partner to the founders and play a key role in the continued growth of the company.

This is not a traditional Executive Assistant position. We are looking for someone who enjoys taking ownership, solving problems independently, bringing structure to complex situations, and helping drive the business forward.

While the primary focus of this role is business operations, there will occasionally be personal administrative tasks to support the founders and their family.

About the Role

You will work directly with the founders across nearly every area of the business. One day you may be coordinating with manufacturers, the next organizing logistics, reviewing customer presentations, managing supplier communication, overseeing marketing initiatives, traveling all over the US, taste meals or conducting strategic research.

Your mission is simple:

Help the founders stay focused on growing the business while ensuring that projects, people, and priorities continue moving forward efficiently.

We are looking for someone who thinks proactively rather than reactively. Someone who naturally asks, "What else can I take care of?" instead of "What should I do next?"

Key Responsibilities

Executive & Administrative Support

• Manage executive calendars, meetings, and travel arrangements.
• Prepare meeting agendas, take notes, and ensure action items are completed.
• Draft, review, and manage professional correspondence.
• Organize contracts, business documentation, and company records.
• Assist with occasional personal administrative tasks for the founders and their family.

Business Operations

• Coordinate projects across suppliers, manufacturers, logistics providers, customers, and strategic partners.
• Track deadlines and proactively follow up with stakeholders.
• Help improve internal processes and identify operational efficiencies.
• Organize and maintain business documentation and operational records.
• Support purchasing, production planning, inventory coordination, and logistics when needed.

Research & Strategic Support

• Conduct market, supplier, competitor, and product research.
• Gather information to support business decisions.
• Prepare summaries, reports, and recommendations for the founders.
• Assist with new business initiatives and special projects.

Customer & Sales Support

• Prepare customer presentations and proposals.
• Assist with customer onboarding and follow-up.
• Coordinate meetings and communication with prospective customers.
• Help maintain CRM records and sales documentation.

Marketing & Brand Coordination

• Coordinate with marketing to ensure projects remain on schedule.
• Review marketing deliverables for accuracy, consistency, and alignment with our brand.
• Help oversee our social media initiatives and coordinate content planning with external partners.
• Create or refine customer-facing presentations, marketing materials, and sales collateral.
• Support the design and review of printed materials, packaging, and promotional assets.

What We are Looking For

• 4 years of experience in Executive Assistance, Business Operations, Business Administration, or a similar role.
• Fluent written and spoken English.
• Professional working proficiency in German (required).
• Exceptional organizational and time management skills.
• Outstanding written and verbal communication in English and German.
• Excellent attention to detail.
• Highly proactive with a strong sense of ownership and accountability.
• Strong problem-solving skills and the ability to work independently.
• Ability to comfortably manage multiple priorities in a fast-paced startup environment.
• Advanced proficiency with Microsoft Office, particularly Outlook, Sharepoint, Word, Excel, and PowerPoint.
• Strong ability to organize communication, documentation, calendars, and information within the Microsoft 365 environment.
• Passion for learning and embracing new technologies.
• Comfortable using AI tools to improve productivity, research, writing, brainstorming, and organization. BUT strong critical thinking skills with the ability to guide AI rather than simply rely on it. You understand that AI is an incredibly powerful assistant - but not a replacement for sound judgment, creativity, independent thinking, or attention to detail.
• Strong sense for aesthetics, branding, and professional presentation.

Preferred Qualifications

• Experience working in a startup or entrepreneurial environment.
• Experience in food manufacturing, hospitality, logistics, consumer products, or operations.
• Experience with Adobe Creative Cloud (Illustrator, Photoshop, InDesign) or similar design software.
• Ability to create or refine professional presentations, customer-facing documents, marketing materials, and simple graphic assets.
• International business experience is a plus.

Who Will Thrive Here

• You naturally take ownership.
• You enjoy solving problems before they become problems.
• You communicate clearly, follow through on commitments, and take pride in producing polished, high-quality work.
• You are equally comfortable communicating with CEOs, customers, suppliers, manufacturers, line workers and logistics partners.
• You enjoy creating structure where others see complexity.
• You appreciate good design and have an eye for detail, ensuring everything from presentations to marketing materials reflects a professional, premium brand.
• You embrace AI and new technologies, but you understand that great work still depends on your own thinking and actions. You know how to ask the right questions, verify information, challenge assumptions, and use AI to amplify your capabilities - not replace them.
• Most importantly, you are excited by the opportunity to grow alongside an ambitious startup and become a trusted member of a small, high-performing team.

Why Join Us?

• Work directly with the founders of a rapidly growing and innovative food technology company.
• Gain exposure to operations, strategy, manufacturing, logistics, product development, sales, marketing, and international business.
• Enjoy a high level of responsibility and ownership from day one.
• Significant opportunity for personal and professional growth as the company continues to scale.
• Base salary of 60'000-70'000 USD plus up to 10% performance based annual bonus

If you are highly organized, proactive, entrepreneurial, and excited by the opportunity to make a meaningful impact in a growing business, we would love to hear from you.

Please submit your resume along with a brief cover letter explaining why you believe you would be a great fit for this role.

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Paid time off

Work Location: In person

Salary : $60,000 - $70,000