Executive Administrative Assistant

Confidential Careers; Miami (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Confidential Careers in Miami seeks an experienced Executive Assistant to support the President and CEO with discretion and professionalism. The role requires managing high-level administrative tasks and sensitive information for a bilingual English/Spanish leader.

You will coordinate calendars, travel, meetings, and presentations, prepare materials, and liaise with internal and external stakeholders. Strong organizational skills and independence are essential.

Qualifications

• Associate degree in Business Administration preferred; equivalent professional experience considered.
• At least three years of experience supporting C-suite executives in an administrative capacity.
• Bilingual proficiency in English and Spanish is required.
• Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Excellent written and verbal communication in English and Spanish; professional interaction at all levels.
• Strong attention to detail, confidentiality, and organizational skills.
• Ability to work with minimal supervision and manage multiple priorities.
• Experience supervising administrative or front-office personnel is preferred.

Responsibilities

• Provide comprehensive administrative support to the President and CEO.
• Manage confidential executive documents, correspondence, records, and digital communications.
• Coordinate the President and CEO’s calendar, appointments, agendas, event registrations, and RSVPs.
• Plan and coordinate, including preparing presentation materials for in-person and virtual delivery.
• Arrange domestic and international travel and accommodations for the CEO and employees.
• Prepare, review, and maintain accurate travel and expense reports.
• Complete monthly reconciliations of petty cash and corporate credit cards.
• Review invoices for accuracy before submitting them for approval.
• Manage special projects and additional responsibilities as assigned by executive leadership.

Skills

Bilingual English/Spanish

Calendar management

Travel coordination

Communications

Discretion & confidentiality

Education

Associate degree in Business Administration

Tools

Microsoft Office Suite

Job description

Executive Assistant to the President and CEO

A well-established organization in Miami is conducting a confidential search for an experienced, bilingual Executive Assistant to provide high-level support to its President and CEO. This position requires exceptional discretion, professionalism, organization, and the ability to manage sensitive information.

Position Overview

The Executive Assistant will manage the President and CEO’s day-to-day administrative needs and serve as a key liaison for the organization,

Executive Administrative Assistant.

Key Responsibilities

• Provide comprehensive administrative support to the President and CEO.
• Manage confidential executive documents, correspondence, records, and digital communications.
• Coordinate the President and CEO’s calendar, appointments, agendas, event registrations, and RSVPs.
• Plan and coordinate, including preparing presentation materials for in-person and virtual delivery.
• Arrange domestic and international travel and accommodations for the CEO and employees.
• Prepare, review, and maintain accurate travel and expense reports.
• Complete monthly reconciliations of petty cash and corporate credit cards.
• Review invoices for accuracy before submitting them for approval.
• Manage special projects and additional responsibilities as assigned by executive leadership.

Qualifications

• Associate degree in Business Administration preferred; equivalent professional experience will be considered.
• At least three years of experience supporting C-suite executives in an administrative capacity.
• Bilingual proficiency in English and Spanish is required.
• Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Excellent written and verbal communication skills in English and Spanish, with the ability to interact professionally at every level of an organization.
• Strong attention to detail, accuracy, and confidentiality.
• Exceptional organizational, time-management, multitasking, and prioritization skills.
• Strong internal and external customer service skills.
• Ability to exercise sound judgment, take initiative, and work effectively with minimal supervision.
• Experience supervising administrative or front-office personnel is preferred.

All inquiries and candidate information will be handled with the highest level of confidentiality.