Senior Executive Assistant to CEO

Title: Senior Executive Assistant to CEO

Status / Hours: Full-time, 40 hrs/week

FLSA Status: Salaried / Exempt

Reports To: Chief Executive Officer

Location: Miami, FL; in office

POSITION SUMMARY

The Executive Assistant to the CEO provides mission-critical, high demand support to the Chief Executive Officer. This role serves as the CEO’s primary operational partner—responsible for managing priorities, communications, logistics, and information flow at the pace and standard the CEO demands. The ideal candidate is unflappable, deeply discreet, extraordinarily organized, and able to operate with equal effectiveness during moments of calm and moments of intense, rapid-fire urgency.

This is not a conventional administrative role. The CEO operates at an extremely high cadence and expects this position to be a seamless extension of his priorities. The EA must be comfortable with ambiguity, shifting demands, and a communication style that is direct, fast-moving, and at times emotionally charged. Resilience, steady composure, and the ability to distinguish urgency from tone are non-negotiable attributes for success in this position.

ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES

Calendar Management

• Manage the CEO’s calendar with precision—scheduling, rescheduling, and prioritizing meetings, calls, and commitments in real time.
• Anticipate scheduling conflicts and resolve proactively without requiring CEO intervention.
• Triage and manage flow of requests—from minimum to multiple simultaneous asks—and execute with accuracy and speed regardless of volume.

Communications & Correspondence

• Screen, prioritize, and manage inbound and outbound communications on behalf of the CEO, including email, calls, and messages.
• Draft, edit, and send correspondence at the CEO’s direction with appropriate tone and professionalism.
• Demonstrate strong follow-through by tracking all active tasks and communicating progress in a timely, accurate manner without needing to be prompted.
• Expect and respond to requests outside standard business hours, including evenings and weekends, via text or other direct communication from the CEO.
• Exercise sound judgment about which communications require the CEO’s direct attention versus those that can be handled, delegated, or routed.

Triage, Routing & Stakeholder Coordination

• Serve as the CEO’s first point of contact for incoming needs across the organization. A key competency is knowing who to involve—not assuming ownership of every task, but ensuring the right person is engaged at the right time.
• Develop and maintain a thorough understanding of organizational structure, key stakeholders, and departmental functions to route requests accurately.
• Coordinate and communicate across internal teams and external partners on behalf of the CEO, following up to ensure completion and reporting back appropriately.

Travel & Logistics

• Arrange all domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.
• Anticipate and prepare for changes, delays, or last-minute adjustments with contingency plans in place.
• Manage expense reporting and reconciliation for CEO travel and business activities.

Meeting Support & Project Coordination

• Prepare agendas, briefing materials, and supporting documents ahead of CEO meetings.
• Capture action items during meetings and follow up with responsible parties to ensure completion.
• Manage multiple concurrent tasks in a fast-paced environment; maintain composure and accuracy when priorities shift rapidly or simultaneously.

Personal Support – CEO and Family

• Assist with personal scheduling, appointments, and errands for the CEO and his family as requested.
• Coordinate personal travel arrangements, reservations, and itineraries for the CEO and family members as requested.
• Manage household-related vendor relationships, service scheduling, and follow-up as requested.
• Handle personal correspondence, gift purchases, charitable donations, and other personal tasks on behalf of the CEO as requested.
• Assist with planning and coordinating personal events and family occasions as requested.
• Run personal errands or coordinate with third parties to fulfill personal needs of the CEO and his family as needed.
• Maintain strict confidentiality regarding all personal and family matters at all times.

Confidentiality & Discretion

• Maintain strict confidentiality and exercise discretion at all times regarding personnel matters, business strategy, financial information, and all organizational data.

QUALIFICATIONS

Education & Experience

• Bachelor’s degree preferred; equivalent experience considered.
• Minimum 5 years of executive assistant experience supporting C-suite leadership, preferably in a fast-paced, entrepreneurial, or high-growth environment.
• Demonstrated experience supporting a high-demand, high-touch executive with a dynamic, fast-moving leadership style.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, and executive communication tools.
• Experience using task management and communication platforms (e.g., Slack, Asana, Teams) to coordinate across teams.

Other Knowledge, Skills & Abilities

• Emotional Resilience: The ability to receive sharp, direct, or emotionally charged feedback—including raised voices or emphatic delivery—without internalizing it, becoming defensive, or altering performance. Must distinguish between tone and intent.
• Composure Under Pressure: Remains calm, solution-oriented, and professional when faced with simultaneous demands, rapid follow-ups, or shifting priorities.
• Detached Professionalism: Maintains appropriate professional distance even when the working relationship is warm or familial. Does not take mood swings personally and does not carry emotional weight between interactions.
• Interpersonal Adaptability: Reads the room with accuracy. Can match the CEO’s energy when lightness and humor are appropriate, and shift to focused, business-first mode when urgency is called for.
• Thick-Skinned Engagement: Understands that enthusiasm and frustration can coexist in the same conversation. Does not require emotional consistency from leadership in order to perform.
• Professional Judgment: Knows when to act, when to ask, and when to escalate. Does not wait to be told twice, and does not over-ask for direction.
• Discretion: Handles sensitive information with the highest level of professionalism. Does not share, speculate, or discuss CEO communications or behavior outside appropriate channels.
• Proactivity: Anticipates needs before they are stated. Is always three steps ahead without being presumptuous.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with exceptional attention to detail.

EQUIPMENT / MATERIAL / WORK ENVIRONMENT

• This role operates primarily in a professional office environment with standard equipment: computers, phones, and printers.
• The EA is expected to be reachable and responsive outside of standard office hours via mobile device. This is an inherent expectation of the role, not an exception.
• Remote or hybrid arrangements are at CEO discretion and may change based on business need.

MENTAL & PHYSICAL DEMANDS

• Prolonged periods of sitting, standing, and computer use.
• Strong keyboarding skills required.
• High cognitive load: this role requires sustained focus, rapid context-switching, and multi-tasking across numerous simultaneous priorities.
• Emotional stamina: the role demands consistent professional performance in an environment that may include urgent, intense, or high-pressure interactions.
• Ability to work extended or non-standard hours as necessary.
• Reasonable accommodations will be made for individuals with disabilities in accordance with applicable law.

SUPERVISORY RESPONSIBILITY

This position does not have direct supervisory responsibility. However, the EA is expected to coordinate across teams and departments on the CEO’s behalf and may informally direct work flow or follow up with staff at all levels of the organization.

BEHAVIORAL EXPECTATIONS

• Represents the Company positively, professionally, courteously, and effectively—internally and externally.
• Assists with new tasks as needed to support organizational mission.
• Integrates organizational strategies through positive internal and external relationship-building.
• Demonstrates sensitivity and respect for cultural and ethnic diversity of staff and customers.
• Maintains strict confidentiality regarding personnel and organizational information at all times.
• Follows all rules, policies, and procedures outlined for Company employees.
• Does not react to the CEO’s emotional state—responds to the task. A raised voice is not a crisis; it is a cue to act with more speed or clarity.
• Maintains personal equanimity. Interactions may shift quickly from warm and celebratory to focused and critical. Neither extreme is taken personally.
• Exercises sound judgment on when and how to communicate back to the CEO, particularly under time pressure.