Executive Assistant

The Calendar Group; Miami (FL); On-site; USD 100,000 - 150,000; Full time

Job summary

The Calendar Group in Miami is seeking a polished Executive Assistant to support the CEO of an ultra-luxury real estate and capital placement firm. This high-touch role focuses on relationship management and requires proactive problem-solving.

The ideal candidate will have over 5 years of experience supporting C-level executives, strong CRM skills, and provide extensive administrative support. Compensation is competitive, ranging from $100K to $150K based on experience.

Qualifications

• 5+ years as an Executive Assistant supporting C-level executives.
• Experience in real estate or similar professional environments.
• Proficient with CRM systems.

Responsibilities

• Provide high-level administrative support to the CEO.
• Manage the CEO's relationship pipeline within CRM.
• Coordinate travel and prepare meeting materials.
• Serve as a liaison to clients and stakeholders.

Skills

Executive support experience

CRM management

Bilingual Spanish

Client relationship management

High-touch client interaction

Tools

Attio (CRM)

AI tools

Job description

Our client is seeking a polished and highly organized Executive Assistant to support the CEO of an ultra-luxury real estate development, brokerage, and capital placement firm, as well as its family office affiliate, based in Miami. This is a high-touch, client-facing role focused on execution and relationship management. The ideal candidate is proactive, detail-oriented, and highly intuitive, with a strong ability to anticipate needs and operate seamlessly in a fast-paced, high-expectation environment. They will have experience operating at the intersection of business development and operations, serving as the person responsible for keeping a principals pipeline organized, driving follow-through, and ensuring opportunities, relationships, and transactions continue progressing. This role is heavily centered on CRM management, pipeline oversight, relationship management, and accountability across multiple priorities and stakeholders.

Key Responsibilities

• Provide high-level administrative and operational support across day-to-day activities
• Own and actively manage the CEO’s deal and relationship pipeline within CRM (Attio) and AI tools, ensuring opportunities, relationships, and transactions are accurately tracked and progressing
• Drive follow-up priorities and serve as a central point of accountability for deal flow, ensuring timely execution of action items, contracts, offers, market analyses, and key deliverables
• Maintain CRM data integrity, relationship tracking, and pipeline visibility across multiple business lines
• Manage the CEO’s calendar, including scheduling, meeting coordination, and prioritization
• Prepare agendas, briefing materials, and meeting follow-up action items
• Serve as a gatekeeper and liaison to clients, investors, brokers, partners, and external stakeholders
• Manage client-facing interactions, ensuring a seamless, high-touch experience
• Prepare the CEO for meetings with relevant materials, context, and next steps
• Coordinate travel arrangements and itineraries as needed
• Anticipate needs, troubleshoot issues, and manage last-minute changes with efficiency
• Represent the CEO with professionalism in all written and verbal communications

Qualifications

• 5+ years of experience as an Executive Assistant supporting a C-level executive, founder, or UHNW principal
• Experience within real estate, private equity, investment firms, wealth management, family offices, or similar high-touch professional environments preferred
• Demonstrated experience managing pipelines, driving follow-up, and coordinating multiple stakeholders to move opportunities, transactions, or relationships forward
• Polished, professional, and confident in high-touch client-facing
• Strong communication skills with excellent judgment and the ability to read a room
• Tech-savvy; proficient with CRM systems and comfortable using AI tools
• Bilingual Spanish preferred, not required
• Must be authorized to work in the U.S.
• Must pass a background check and provide verifiable references

Schedule: Monday through Friday, onsite in Coral Gables. Occasional weekend and after hours are required.

Compensation: $100K-$150K, commensurate with experience