Executive Assistant

We are working with a Family Office in Coral Gables that is looking for an experience Executive Assistant to join their team. This role is 100% onsite.

Position Summary

The Executive Administrative Assistant provides comprehensive administrative and operational support to senior leadership, ensuring the efficient execution of daily business activities and enabling executives to focus on strategic initiatives.

This role requires exceptional organizational skills, sound judgment, discretion, and a proactive approach to managing competing priorities. The ideal candidate is highly detail-oriented, adaptable, and capable of handling confidential information while supporting multiple executives in a fast-paced environment.

Key Responsibilities

• Manage complex executive calendars, including scheduling, prioritization, conflict resolution, and coordination across multiple stakeholders and time zones.
• Coordinate domestic and international business travel, including flights, accommodations, transportation, itineraries, and travel logistics.
• Organize meetings, leadership events, off-site meetings, and company functions by coordinating schedules, meeting materials, technology, catering, and logistics.
• Prepare, edit, and format correspondence, presentations, reports, meeting agendas, and other business documents.
• Serve as a primary administrative point of contact for internal teams and external business partners, maintaining professionalism and confidentiality in all communications.
• Monitor action items, deadlines, and follow-up activities to ensure timely completion of key initiatives.
• Support administrative and operational functions, including expense reporting, purchase requests, invoice processing, vendor coordination, budget tracking, and onboarding activities.
• Maintain accurate records and confidential business information with the highest level of discretion.
• Recommend and implement process improvements to increase administrative efficiency and enhance executive support.
• Provide cross-functional administrative support and backup coverage for other executive support team members as needed.
• Assist with special projects, research initiatives, reporting, and process improvement efforts.
• Provide occasional flexibility to support business priorities outside of normal working hours when necessary.

Qualifications

Education & Experience

• Bachelor's degree preferred or an equivalent combination of education and professional experience.
• Minimum of 8 years of progressive executive administrative experience supporting senior executives in a fast-paced, professional environment.
• Additional training or certifications in business administration, project coordination, or office management are a plus.
• Demonstrated ability to handle confidential business information with professionalism and integrity.
• Strong organizational, planning, and project coordination skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills with strong interpersonal abilities.
• Advanced proficiency with Microsoft Office Suite, Google Workspace, Outlook, Microsoft Teams, Zoom, and other business productivity tools.
• Self-motivated with the ability to anticipate executive needs, identify potential issues, and resolve them proactively.
• Flexible and adaptable with the ability to thrive in an evolving business environment.

Desired Competencies

• Exceptional organizational and time management skills.
• Strong attention to detail and commitment to accuracy.
• Professional judgment, discretion, and integrity.
• Positive, collaborative, and service-oriented approach.
• Resourceful problem solver with a proactive mindset.
• Ability to build strong working relationships across all levels of an organization.
• Sound business judgment and the ability to work independently with minimal supervision.
• Excellent verbal and written communication skills.
• Strong work ethic with a willingness to adapt to changing business needs.
• Demonstrated ability to manage sensitive information while maintaining strict confidentiality.
• Dependable, responsive, and committed to delivering high-quality administrative support.