Executive Assistant

Aethir; Miami (FL); On-site; USD 32,000 - 44,000; Full time

Job summary

Aethir in Miami seeks a highly organised Personal Assistant / Executive Assistant to support senior leadership. This entry-level role targets fresh graduates who are eager to learn and take initiative. You will manage complex calendars, coordinate travel, and handle confidential matters with discretion.

We expect maturity, resourcefulness, and a proactive approach as you support both professional and personal tasks, with occasional travel and flexible hours beyond a standard workday.

Qualifications

• Fresh graduates are strongly encouraged to apply; entry-level position.
• Strong organisational and time-management abilities required.
• Discretion and initiative are essential for confidential support.
• Excellent written and verbal English communication skills.

Responsibilities

• Provide comprehensive administrative, executive, and personal support to senior management.
• Manage complex calendars, appointments, meetings, and daily schedules.
• Coordinate domestic and international business travel, including flights and lodging.
• Be available to travel internationally on short notice when required.
• Attend meetings, prepare agendas/minutes, and follow up on actions.
• Organise and track multiple tasks across competing priorities.
• Prepare reports, presentations, and other business documents to a high standard.
• Liaise with internal teams, external stakeholders, and vendors.
• Handle confidential information with discretion at all times.
• Assist with planning company events and executive engagements.
• Support ad hoc personal and administrative matters as required.

Skills

Exceptional organizational skills

Time management

Proactive mindset

Excellent communication (English)

Tools

Microsoft Office

Google Workspace

Job description

We are seeking a highly organised, discreet, and proactive Personal Assistant / Executive Assistant to provide comprehensive support to senior leadership.

This is an entry-level position specifically intended for fresh graduates or candidates at the very beginning of their professional careers. Prior experience is not required, but we are looking for someone who is mature, highly resourceful, eager to learn, and capable of taking initiative.

This is a high-touch, fast-paced role suited to someone who thrives in a dynamic environment, is comfortable managing changing priorities, and can anticipate needs before they arise. The role involves both professional and personal administrative support, as well as frequent travel and coordination of business engagements.

This is not a traditional 9-to-6 position. The successful candidate must be comfortable with flexible working hours and occasional work outside standard business hours, including evenings, weekends, and public holidays, depending on business and travel schedules.

Key Responsibilities

• Provide comprehensive administrative, executive, and personal support to senior management.
• Manage complex calendars, appointments, meetings, and daily schedules.
• Coordinate domestic and international business travel, including flights, accommodation, ground transportation, visas, and detailed itineraries.
• Be available to travel internationally on short notice when required.
• Attend meetings and engagements when required; prepare agendas, take meeting minutes, and follow up on action items.
• Organise, prioritise, and track multiple tasks and deadlines across different priorities.
• Prepare reports, presentations, correspondence, and other business documents to a high standard.
• Liaise professionally with internal teams, external stakeholders, vendors, business partners, and other contacts.
• Handle confidential information and maintain a high level of discretion at all times.
• Anticipate the needs of senior management and proactively identify and resolve scheduling, logistical, or administrative issues.
• Support the planning and coordination of company events, business meetings, dinners, offsites, and executive engagements.
• Assist with ad hoc personal and administrative matters as required.
• Perform other business-related duties and special projects as assigned.

Requirements

• Fresh graduates are strongly encouraged to apply. This is an entry-level position intended for candidates at the beginning of their professional careers.
• Prior professional experience is not required. Internships, part-time work, or experience in hospitality, customer service, events, administration, or executive support would be a plus.
• Exceptional organisational and time-management skills.
• Strong attention to detail and a meticulous approach to work.
• Highly proactive and resourceful, with the ability to anticipate needs and take initiative without being asked.
• Patient, composed, and able to perform effectively under pressure.
• Excellent written and verbal communication skills in English.
• Strong proficiency in Microsoft Office and Google Workspace.
• Able to handle confidential information with maturity and discretion.
• Professional, polished, and comfortable interacting with senior executives and external stakeholders.
• Flexible and adaptable, with the ability to manage last-minute changes and shifting priorities.
• Willing and able to travel internationally, sometimes on short notice.
• Comfortable working outside standard business hours, including evenings, weekends, and public holidays when required.

Location & Working Arrangements

• Location: United States, with a preference for candidates based in or near Miami, Florida.
• Travel: International travel will be required from time to time, including short-notice trips.
• Working hours: This is not a conventional 9-to-6 position. Flexibility and availability outside standard working hours will occasionally be required based on business, executive, and travel schedules.