Executive Assistant

Executive Assistant

Location: Downtown Miami (Brickell)

Workplace Type: Onsite M-F

Reports to: Manager, Office Operations & Executive Support

The Opportunity:

We’re looking for an exceptional Executive Assistant to support the Chief People Officer, Chief Revenue Officer, and Chief Operations Officer of a highly successful and rapidly growing family of companies in the financial services, energy tech, and insurance sectors.

This is a role for someone who loves EA work and finds purpose in anticipating needs, delivering under pressure, and takes pride in being the right hand to a business leader.

If you’re the kind of Executive Assistant who finds satisfaction in flawless execution, discretion, and being trusted with the details that matter most, this could be your perfect fit.

Compensation and Benefits:

• 100% employer-paid healthcare
• Competitive base salary depending on experience
• Reports to the President
• $60 monthly stipend for cell phone
• Company-paid parking
• 401k eligible on first payroll. Company will match up to 4% of gross pay
• PTO -in first year accumulates 120 hours in first 12 months
• 14 annual holiday days: 13 scheduled and 1 floating holiday

Position Summary

The Executive Assistant provides high-level administrative support to executive-level leaders within the organization. The role is responsible for managing executive schedules, communications, travel, and related administrative functions to ensure efficient day-to-day operations of the executive office. This position requires a high degree of professionalism, discretion, and independent judgment.

What You'll Do:

• Manage and maintain complex executive calendars, including scheduling meetings, resolving conflicts, and anticipating scheduling needs.
• Coordinate travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries as needed.
• Serve as front desk reception coverage creating a positive first impression by greeting guests warmly, registering visitors and ensuring proper check-in procedures are followed, receiving packages, and ensuring the front office area is tidy and welcoming.
• Screen and manage incoming communications on behalf of assigned executives, ensuring timely and professional handling of internal and external correspondence.
• Organize and coordinate executive meetings, including preparation of agendas, materials, and logistics as requested.
• Coordinate executive dinners and other professional gatherings, managing all related logistics, as requested.
• Anticipate executive needs and proactively identify work that can be handled by them, address administrative matters to minimize disruption to executive workflow.
• Handle all confidential information with discretion and integrity.
• Monitor, inventory, and replenish office snacks, kitchen supplies, and coffee machines to ensure the office is consistently stocked and well-maintained.
• Reset and stock conference rooms between meetings, ensuring spaces are clean, organized, and supplied with beverages and necessary materials.
• Serve as a back-up to other executive assistants.

What You Have/Who You Are:

• Bachelor's degree in Business Administration, Communications, or a related field preferred; or equivalent experience
• Experience supporting HR is a huge plus
• 3 years of experience in an executive administrative support role, supporting senior or C-suite level executives. Ideally, you've managed multiple executives simultaneously
• Proficiency in Microsoft 365, and related productivity tools; familiarity with AI-based productivity applications strongly preferred
• Thrive in a fast paced, financial services, insurance, or professional services environment
• Demonstrated strong written and verbal communication skills
• Exceptional organizational skills and attention to detail
• Ability to manage and re-prioritize competing demands in a fast-paced environment
• Strong interpersonal skills and professional demeanor
• Ability to exercise sound judgment and maintain confidentiality
• Self-directed with the ability to work independently with minimal supervision
• Experience handling confidential or sensitive financial and legal documents
• Experience with expense reporting and budget tracking

Mental and Physical Demands

• Position involves prolonged periods of time sitting, standing, carrying supplies, working on and reading from a computer, and communicating by phone
• Ability to work after hours or on weekends, as necessary.
• The physical and mental demands of this position are representative of those that must be met by an employee to successfully perform the essential job results. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job results. The Company reserves the right to review each requested accommodation and determine if such poses an undue hardship.

Behavioral Expectations

• Represents the Company positively, professionally, courteously and effectively, both internally and externally.
• Assists or takes on new tasks to help the Company achieve its missions.
• Integrates the Company’s organizational strategies by building positive internal and external relationships.
• Shows sensitivity and respect for the cultural and ethnic diversity of staff and customers.
• Maintains confidentiality regarding personnel and organizational information.
• Follows all rules and procedures outlined for employees of the Company.