Elite Executive Assistant to Chair — Travel & Admin Pro

Confidential; Miami Beach (FL); On-site; USD 80,000 - 110,000; Full time

Job summary

Confidential is seeking an experienced Executive Assistant to support the Executive Chair in Miami Beach. You will handle daily logistics, travel coordination, calendar management across time zones, and high-level correspondence with discretion.

Responsibilities include managing personal and family-office financial affairs, coordinating with accountants, preparing and filing documents, and ensuring timely completion of tasks, while remaining flexible to after-hours requests.

Qualifications

• Experience supporting a C-suite executive, family office, or high-net-worth individual.
• Based in or able to reach Miami Beach with short notice.
• Exceptional discretion; capable of handling confidential information.
• Strong organizational skills and the ability to prioritize time-sensitive requests.
• Proficient in Outlook and calendar management across multiple time zones.

Responsibilities

• Support the Executive Chair's personal financial affairs, coordinating preparation, review, signature, and filing of financial statements and tax documents with outside accountants and institutions.
• Manage incoming/outgoing mail, packages, and printing needs.
• Coordinate signature and notarization workflows for documents requiring execution by the Executive Chair.
• Oversee bill payments and personal administrative paperwork with proper documentation.
• Book and manage domestic and international travel arrangements and itinerary changes.
• Process and reconcile expense reports in a timely and accurate manner.
• Run errands and handle personal logistics as directed.
• Coordinate correspondence and calendar across time zones as needed.
• Maintain strict confidentiality of personal and business matters.
• Be available on short notice for time-sensitive requests, including outside standard hours.

Skills

Executive support

Discretion

Time management

Calendar management

Tools

Microsoft Excel

QuickBooks

Microsoft Outlook

Job description

Confidential is seeking an experienced Executive Assistant to support the Executive Chair in Miami Beach. You will handle daily logistics, travel coordination, calendar management across time zones, and high-level correspondence with discretion.

Responsibilities include managing personal and family-office financial affairs, coordinating with accountants, preparing and filing documents, and ensuring timely completion of tasks, while remaining flexible to after-hours requests.