Executive Assistant

Community Building Collective; Miami (FL); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Community Building Collective is seeking an organized and detail-oriented Executive Assistant to support the Founder/CEO in Miami, FL. This full-time position is hybrid and includes managing schedules, facilitating communication, and coordinating events across two ventures. Strong communication and organizational skills are essential. Ideal candidates thrive in dynamic environments, are proactive, and value community building. Proficiency in Google Suite and relevant tools is a must.

Qualifications

• Extremely organized and detail-obsessed.
• Proactive and hungry for challenges.
• Excellent communicator in written and verbal forms.
• Emotionally intelligent and discreet.

Responsibilities

• Manage the Founder's calendar and daily schedule.
• Coordinate personal tasks including errands and appointments.
• Plan and manage travel logistics.
• Support preparation for live events.

Skills

Organizational skills

Proactivity

Communication

Tech-savviness

Multitasking

Tools

Google Suite

Notion

Slack

Canva

Job description

Location: Miami, FL (Hybrid) | Type: Full-Time

About the Role

We are looking for an exceptionally organized, proactive, and detail-obsessed Executive Assistant to support our Founder/CEO across two ventures in the community events and coaching space.

This is a high-impact, fast-paced role that requires extreme ownership, proactivity, discretion, and the ability to keep multiple moving pieces running seamlessly. You will act as the CEO's right hand, managing her schedule, communications, logistics, and operational priorities across both businesses.

This role is ideal for someone who thrives in a dynamic startup environment, loves solving problems before they are noticed, and takes pride in keeping everything (and everyone) organized and moving forward.

About the Companies

The Founder/CEO leads two ventures at the intersection of entrepreneurship, wellness, and community.

Community Building Collective is a coaching and education company that helps community leaders around the world build profitable, sold-out event businesses through hands‑on mentorship, proven systems, and a global network of like‑minded founders.

Coffee & Chill Miami is a fast-growing social wellness event brand that brings together thousands of guests on a biweekly basis for curated in‑person experiences. In two years Coffee & Chill Miami has hosted over 30,000 attendees across almost 50 sold‑out events and has partnered with world‑class brands including Formula One, New Balance, and Google.

Together, these ventures blend entrepreneurship, creativity, and community, and you will play a vital role in keeping the operations behind them running smoothly.

Key Responsibilities

Founder & Personal Support

• Manage the Founder's calendar, inbox, and daily schedule with precision, ensuring she is always prepared and on time.
• Coordinate personal tasks including errands, appointments, and reservations in Miami.
• Plan and manage travel, including flights, hotels, transportation, and itineraries.
• Serve as a reliable point of contact for both personal and business matters, maintaining the highest level of discretion and professionalism.

Sponsorship & Partnership Coordination

• Support sponsorship call booking from both outbound prospecting and inbound opportunities.
• Coordinate with the sales team to ensure sponsorship leads are scheduled and followed up on efficiently.
• Manage the implementation and coordination of brand sponsorships at live events, ensuring all activations are executed flawlessly on‑site.

Content & Coordination

• Coordinate content workflows across a podcast launch and the Founder's personal brand, including scheduling, posting, and managing deliverables across the content team.
• Liaise with editors, designers, and content creators to ensure all assets are delivered on time and on brand.
• Support with iPhone content filming at in‑person obligations and events.
• Support with managing content calendar, scheduling posts, light editing, and graphic design on Canva.

Event Planning & Operations

• Support the planning and execution of live events for both Coffee & Chill Miami and Community Building Collective.
• Manage vendor and venue communication, logistics, run‑of‑show coordination, and day‑of event support.
• Ensure all event materials, staffing, and sponsor activations are organized and accounted for ahead of every event.
• Be available and willing to work in person during events, including weekends.

Operations & Administration

• Handle day‑to‑day administrative needs across both businesses, including documentation, data entry, and workflow coordination.
• Manage client and partner follow‑ups, ensuring timely communication and clear next steps.
• Maintain up‑to‑date records, spreadsheets, and tracking systems for ongoing projects and deliverables.
• Build and maintain organizational systems in tools like Notion, Google Drive, and Google Sheets.
• Continuously identify opportunities to improve efficiency, automate repetitive tasks, and streamline communication.

Who You Are

• Extremely organized and detail‑obsessed. You are methodical, thorough, and proud of it.
• Proactive and hungry. You anticipate needs before they arise and take initiative without waiting for direction.
• Hardworking and reliable. You thrive in a startup environment and are not afraid to get your hands dirty.
• An excellent communicator. Clear, professional, and polished in both written and verbal communication.
• Emotionally intelligent. Comfortable working closely with a founder and handling sensitive or confidential matters with care.
• Tech‑savvy. Proficient with Google Suite, Notion, Slack, and comfortable learning new tools like Go High Level, Zapier, and Canva.
• A strong multitasker. Able to shift seamlessly between personal and business priorities without missing a detail.
• Community-minded. You care about people, connection, and the impact of bringing humans together in real life.

Bonus Skills

• Experience with event coordination, production, or on‑site event management.
• Background in partnership management, sponsorship sales support, or brand outreach.
• Experience coordinating content calendars, podcast production workflows, or social media publishing.
• Familiarity with CRM tools, marketing automation, or project management platforms.
• Comfortable with evolving priorities, fast pivots, and supporting a high‑performance entrepreneurial team.

Must be based in Miami and willing to work in person occasionally during the week and on weekends when there are events.