Executive Assistant

Jobtailor; Miami (FL); On-site; USD 60,000 - 75,000; Full time

Job summary

Jobtailor is seeking an Executive Assistant to support the CEO in Miami, Florida. This role will manage calendars, coordinate travel, plan events, and prepare reports, while providing high-level administrative support across the organization.

The candidate should have a Bachelor's degree and at least 5 years of related experience, with flexibility for nights and weekends as needed. Strong communication, organization, and data presentation skills are essential.

Qualifications

• Bachelor's degree required.
• Minimum 5 years related experience.
• Willingness to work nights and weekends, as necessary.

Responsibilities

• Manage CEO calendar, prioritize meetings, and coordinate competing demands.
• Schedule and facilitate video conferences and virtual meetings.
• Plan and coordinate company events and team-building activities.
• Arrange travel itineraries including flights, hotels, car rentals, visas, and airport pickups.
• Manage documentation and information archiving (Teams, SharePoint, etc.).
• Office maintenance, order supplies and provide support to visitors and visiting executives.
• Liaise with property tenants and manage related landlord/tenant activities.
• Provide project support to the CEO, including feedback collection and report preparation.
• Develop spreadsheets, reports, and visual data presentations.
• Serve as the gatekeeper for the CEO-field calls, coordinate meeting requests, and attend meetings when needed.
• Provide executive support to other executives, as directed by the CEO.
• Receive and manage incoming communication or memos, including mail, on behalf of CEO and his entities.
• Maintain filing systems for personnel and professional matters, update registrations, licenses, and other matters as needed.
• Handle projects and assignments as the business dictates.
• Provide status on all projects and assist with the day-to-day operations.

Skills

Calendar Management

Travel Coordination

Event Planning

Project Support

Report Preparation

Education

Bachelor's degree

Tools

Teams

SharePoint

Video Conferencing Tools

Job description

• Manage the CEO's calendar, prioritize meetings, and coordinate competing demands.
• Schedule and facilitate video conferences and virtual meetings.
• Plan and coordinate company events and team-building activities.
• Arrange travel itineraries including flights, hotels, car rentals, visas, and airport pickups.
• Manage documentation and information archiving (ex. Teams, SharePoint, etc.)
• Office maintenance, order supplies and provide support to visitors and visiting executives.
• Liaise with property tenants and manage related landlord/tenant activities.
• Provide project support to the CEO, including feedback collection and report preparation.
• Develop spreadsheets, reports, and visual data presentations.
• Serve as the gatekeeper for the CEO-field calls, coordinate meeting requests, and attend meetings when needed.
• Provide executive support to other executives, as directed by the CEO.
• Receive and manage incoming communication or memos, including mail, on behalf of CEO and his entities.
• This includes reviewing contents, determining level of importance, and summarizing or distributing contents when applicable.
• Maintain filing systems for personnel and professional matters, update registrations, licenses, and other matters as needed.
• Handle projects and assignments as the business dictates.
• Provide status on all projects and assist with the day-to-day operations.

Requirements

• Bachelor's degree
• Minimum 5 years' related experience.
• Willingness to work nights and weekends, as necessary.

Core Competencies

Demonstrates strong organizational and project management capabilities, with expertise in calendar management, travel coordination, and event planning. Proficient in developing reports and visual data presentations while providing executive support and maintaining effective communication.

Highest-signal resume keywords

• Calendar Management
• Travel Coordination
• Event Planning
• Project Support
• Report Preparation

Hard Skills

• Documentation Management
• Data Presentation
• Spreadsheet Development
• Information Archiving
• Meeting Facilitation

Soft Skills

• Communication
• Prioritization
• Problem-Solving
• Interpersonal Skills
• Attention to Detail

Industry Keywords

• Executive Support
• Office Management
• Event Coordination
• Tenant Management
• Travel Itinerary Management

Tools & Technologies

• Teams
• SharePoint
• Video Conferencing Tools