Confidential is hiring: Executive Assistant in Miami

Overview

We are seeking a highly organized, resourceful, and proactive Executive Assistant to provide seamless support to multiple senior executives. This individual will manage complex schedules, coordinate meetings, prepare materials, process expense reports, and handle a variety of administrative functions to ensure day-to-day operations run smoothly.

This is an excellent opportunity for someone who thrives in a dynamic environment, enjoys problem-solving, and takes pride in enabling leadership teams to succeed.

Responsibilities

• Executive & Calendar Management
  • Manage multiple complex calendars, including scheduling, prioritizing, and coordinating meetings across time zones.
  • Anticipate scheduling conflicts and proactively resolve them while balancing shifting priorities.
  • Coordinate logistics for internal and external meetings, including reserving conference rooms and arranging technology support.
• Meeting Preparation & Follow-Up
  • Prepare presentations, briefing documents, agendas, and supporting materials for executive meetings.
  • Capture accurate and detailed meeting notes, document key decisions, and track follow-up action items.
  • Conduct background research and compile relevant information to support decision-making.
• Communication & Coordination
  • Act as a liaison between executives, internal teams, and external stakeholders.
  • Draft, proofread, and manage correspondence, reports, and presentations.
  • Ensure executives are well-informed and prepared for daily priorities.
• Expense & Travel Management
  • Process and manage executive expense reports, reimbursements, and credit card reconciliations accurately and in a timely manner.
  • Coordinate domestic and international travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
  • Ensure compliance with company travel and expense policies.
• Administrative & Operational Support
  • Maintain confidentiality while handling sensitive and strategic information.
  • Support ad-hoc projects, events, and executive initiatives as needed.
  • Perform all other duties and or projects as assigned by a supervisor or manager.

Qualifications

• Education/Certification: High School Diploma, required.
• Experience Required:
  • 3+ years of experience as an Executive Assistant or in a similar administrative support role.
  • Demonstrated ability to manage multiple priorities, projects, and stakeholders simultaneously.
  • Strong proficiency in Microsoft Office Suite (PowerPoint, Excel, Word).
  • Excellent written and verbal communication skills.
  • Highly organized, detail-oriented, and adaptable to shifting priorities.
  • Ability to exercise sound judgment and maintain strict confidentiality.
  • Experience supporting multiple senior-level executives simultaneously.
  • Familiarity with project management and collaboration tools (e.g., Slack, Trello).

Benefits

• Medical insurance
• Vision insurance
• 401(k)
• Disability insurance

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