Executive Assistant

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

Job summary

Confidentiel in Miami, FL is seeking an Executive Assistant to support a fast-paced leadership team in a full-time, on-site capacity. You will coordinate calendars, travel, communications, and prepare reports while maintaining strict confidentiality.

You will also manage vendors, process expenses, and assist across multiple projects, ensuring timely completion and high-quality delivery in a collaborative, professional environment.

Qualifications

• 5+ years of relevant experience required.
• Proficiency in Microsoft Office Suite, especially Excel, PowerPoint, and Word.
• C-Suite level support is required.
• Strong communication and organizational skills with excellent time management.

Responsibilities

• Scheduling appointments and meetings, follow up on responses and tracking outstanding action items.
• Scheduling and booking travel arrangements and itineraries.
• Drafting and proofreading correspondence (in and out).
• Editing and formatting documents and presentations.
• Maintaining and organizing files and records.
• Processing and tracking purchase requests, invoices and submit expenses.
• Ordering office supplies, swag and other event items.
• Conducting research and preparing reports on request.
• Support management of short- and long-term tasks across multiple projects, including timeline maintenance and deadline tracking.
• Providing support as needed, preparing agendas, meetings requirements, follow-up on tasks.
• Foster relationships with vendors, negotiate contracts, and oversee performance.
• Provide on-site support during events, overseeing setup and registration.
• Support cross-functional teams with basic project management tasks.
• Assist in various administrative tasks including ad-hoc projects.
• Maintain professional communication within the team and across the organization.
• Performs other duties as assigned.

Skills

C-Suite support

MS Office

Time management

Communication

Job description

The Executive Assistant will work as part of a high-performing team on a broad range of assignments and events that will interact and impact with multiple departments throughout the company. The position will be encouraged and expected to take accountability and seek cost-effective solutions without compromising quality or integrity.

Responsibilities

• Scheduling appointments and meetings, follow up on responses and tracking outstanding action items
• Scheduling and booking travel arrangements and itineraries
• Drafting and proof-reading correspondence (in and out)
• Editing and formatting documents and presentations
• Maintaining and organizing files and records
• Processing and tracking purchase requests, invoices and submit expenses
• Ordering office supplies, swag and other event items
• Conducting research and preparing reports on request
• Support management of short- and long-term tasks across multiple projects, including timeline maintenance and deadline tracking.
• Providing support as needed, preparing agendas, meetings requirements, follow-up on tasks
• Cultivate relationships with industry-oriented vendors and service providers, negotiate contracts, and oversee vendor performance to ensure the highest standards of service delivery.
• Provide on-site support during events, overseeing setup, registration, participant guidance, and addressing any unforeseen challenges with professionalism and efficiency.
• Support cross-functional teams with basic project management tasks and responsibilities.
• Provide assistance in various administrative tasks as required, including ad-hoc projects
• Foster open, respectful, and professional communication directly within the team as well as with co-workers/ teammates and leaders across the organization.
• Performs other duties as assigned.

Qualifications

• 5+ years of relevant experience required
• Proficiency in Microsoft Office Suite, especially Excel, PowerPoint, and Word required
• C-Suite level support is required
• Communication, organizational, and exceptional time management skills
• Ability to work independently and collaboratively in a team environment
• Reliability and proactive thinking skills while also handling sensitive information/communication
• Positive attitude, attention to detail, and problem-solving skills
• Demonstrated integrity in a professional environment

Location

Miami, FL - On Site

Travel

Minimal travel may be required as needed.

This job operates in a remote office environment. This role routinely uses standard office equipment such as laptop computers, smartphones, etc.

Physical Demands

While performing the duties of this job, the employee is frequently required to sit, stand, walk, use hands, and lift up to 20 pounds.

Position Type/ Expected Hours of Work

This is a full-time position. General hours and days of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. some nights and weekends may be required.