Executive Assistant

Buchanan; Miami (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

Buchanan is seeking an organized, proactive Executive Assistant to support senior leadership and help oversee the Miami office’s day-to-day operations.

This role blends Executive Assistant duties with broader office management and operational support, ideal for someone who enjoys supporting senior stakeholders while ensuring the office runs smoothly and efficiently.

Qualifications

• Experience supporting senior leadership and managing office operations.
• Discretion and professionalism in handling confidential information.
• Strong organizational skills with ability to manage multiple priorities.
• Effective communication across all levels of the organization.

Responsibilities

• Provide Executive Assistant support to senior leadership.
• Manage diaries, schedule meetings and coordinate appointments.
• Prepare meeting materials and perform general administration.
• Act as a trusted point of contact for senior stakeholders.
• Oversee day-to-day running of the Miami office.
• Coordinate office supplies, facilities and vendors.
• Support onboarding of new employees and welcome them.
• Handle documentation and internal administration.
• Assist with internal meetings, events and team activities.
• Lead ad hoc administrative and operational projects.

Skills

Executive support

Office management

Operations

Diary management

Communication

Prioritization

Confidentiality

Team collaboration

Job description

Buchanan is looking for a highly organized, proactive and dependable Executive Assistant to support senior leadership and help oversee the smooth day-to-day running of our growing Miami office.

This is a varied and highly visible position combining Executive Assistant responsibilities with broader office management and operational support. It would suit someone who enjoys supporting senior stakeholders while also taking ownership of the details that keep an office organized, efficient and enjoyable.

What you’ll be doing

• Providing Executive Assistant support to senior leadership
• Managing diaries, scheduling meetings and coordinating appointments
• Supporting meeting preparation, correspondence and general administration
• Acting as a trusted and dependable point of contact for senior stakeholders
• Helping manage the day-to-day running of the Miami office
• Coordinating office supplies, facilities, vendors and general requirements
• Supporting the onboarding of new employees and creating a positive experience for new starters
• Managing documentation, paperwork and internal administration
• Assisting with internal meetings, events and team activities
• Taking ownership of ad hoc administrative and operational projects

What we’re looking for

We’re looking for someone who is:

• Highly organized, with excellent attention to detail
• Proactive and comfortable anticipating what needs to be done
• Discreet and professional when handling confidential information
• A confident communicator who can work effectively with people at all levels
• Able to manage multiple priorities in a fast-paced environment
• Reliable, personable and solutions-focused
• Happy to combine senior-level executive support with hands‑on office responsibilities
• Experienced in Executive Assistance, Office Management, Operations or a similar position

Most importantly, we’re looking for someone who will become a trusted partner to our senior leadership team while making the Miami office their own.

About Buchanan

• Buchanan is a specialist recruitment business with operations across the US and UK. Our Miami office is an important and growing part of the business, and this position offers the opportunity to work closely with senior leadership and make a visible impact across the wider team.