Executive Assistant

Higher Recruitment, Inc.; Miami (FL); On-site; USD 95,000 - 130,000; Full time

Job summary

Higher Recruitment, Inc. is seeking an Executive Assistant & Office Services Lead in Miami to provide high-level, confidential support to the CFO and ELT, while leading the Reception & Facilities function at the Miami Corporate Headquarters.

The role demands expert calendar management, complex travel coordination, event planning, and professional liaison with internal and external stakeholders. Discretion, organizational excellence, and executive presence are essential.

Qualifications

• 8-12+ years supporting senior executives.

Responsibilities

• Manage CFO calendar and align with top priorities.
• Provide on-site executive support to GMT including CEO.
• Coordinate meetings, events, travel, and follow-up actions.
• Prepare executive materials and briefing documents.
• Lead Reception & Facilities coordination and office services.
• Maintain confidentiality and professional workplace operations.
• Oversee workspace master plan and vendor coordination.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Discretion

Microsoft Office

Communication

Organizational skills

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Collaboration tools

Job description

Executive Assistant & Office Services Lead

The Executive Assistant & Office Services Lead will provide high-level, confidential, and comprehensive support to the Chief Financial Officer (hereafter referred to as CFO) and other designated Executive Leadership Team members (hereafter referred to as ELT members) while also leading the reception and office services function for the Miami Corporate Headquarters.

The Executive Assistant & Office Services Lead will provide high-level, confidential, and comprehensive support to the Chief Financial Officer (hereafter referred to as CFO) and other designated Executive Leadership Team members (hereafter referred to as ELT members) while also leading the reception and office services function for the Miami Corporate Headquarters. This important team member will ensures seamless coordination of executive priorities, communications, meetings, travel, and follow-up actions, while also overseeing the reception experience, office operations, facilities coordination, supplier support, and workplace services delivered through the Reception & Facilities Coordinator role. The person who will step into this role will need strong judgment, organizational excellence, discretion, leadership presence, and the ability to represent the CFO office and the Miami Headquarter professionally with internal and external stakeholders.

Key Responsibilities

• Manage and prioritize the CFO's calendar, aligning time with top business priorities and key stakeholder needs.
• Provide on-site executive support to other Global Management Team (GMT) members when visiting the Miami Headquarters, including the CEO.
• Coordinate executive meetings, leadership events, town halls, cross-functional engagements, agendas, pre-reads, logistics, and follow-up actions.
• Prepare, review, edit, and organize executive-level materials, presentations, correspondence, communications, and briefing documents.
• Plan and manage complex domestic and international travel, itineraries, accommodation, transportation, and expense reporting for the CFO and designated ELT members.
• Act as liaison with internal and external stakeholders, including senior executives, business partners, clients, auditors, consultants, vendors, visitors, and service providers.
• Support special projects and track delegated actions, ensuring timely follow-up, clear ownership, and appropriate escalation.
• Maintain confidentiality, professionalism, accuracy, and integrity in all executive support and office operations activities.

Reception, Facilities and Office Services Leadership

• Lead, guide, and coordinate the Reception & Facilities Coordinator role, ensuring reception, visitor support, facilities requests, supplier coordination, mail, catering, office supplies, and day-to-day workplace services are delivered consistently.
• Serve as the escalation point for reception, facilities, supplier, and office operations topics, partnering with HR, IT, Procurement, Finance, building management, and external vendors as needed.
• Own the Miami Headquarter workspace master plan, including office assignments, workstation allocation, guest offices, temporary seating, meeting rooms, and workplace moves.
• Ensure the Miami Headquarter provides a professional, welcoming, organized, safe, and efficient workplace experience for employees, executives, visitors, candidates, suppliers, and contractors.
• Support supplier and vendor coordination, including quotes, vendor follow-up, service delivery, purchase requests, invoices, documentation, and compliance with internal processes.
• Partner with HR and Engagement teams to support employee experience activities, new hire workplace readiness, office communications, events, leadership visits, and headquarters routines.
• Maintain office procedures, contact lists, vendor information, building communications, reception standards, and workplace documentation.

Stakeholders

Internal: CFO, Executive Leadership Team, Global Finance and IT VPs, HR, Procurement, Finance, IT, Executive Assistants, Reception & Facilities Coordinator, senior leadership teams, employees and visitors to the Miami Headquarter.

External: Clients, auditors, investment bankers, consultants, travel and conferencing partners, vendors, suppliers, building management, service providers, investors, and financial institutions.

Experience & Qualifications

• 8-12+ years supporting senior executives, preferably in global corporate environments.
• Proven experience managing complex calendars, executive meetings, leadership events, international travel, expenses, and confidential executive communications.
• Experience coordinating office services, reception, facilities, suppliers, vendors, events, or workplace operations preferred.
• Experience leading, coordinating, or guiding administrative, reception, facilities, or office services resources preferred.
• Advanced proficiency in Microsoft Office Suite and collaboration tools.
• Demonstrated discretion and professionalism when handling confidential information.
• Bachelor degree preferred; fluent English required; additional languages are a plus.

Core Skills & Attributes

• Excellent judgment, discretion, and executive presence.
• Strong interpersonal, communication, and stakeholder management skills.
• Highly organized, detail-oriented, proactive, and able to anticipate needs.
• Able to lead through influence and coordinate priorities across reception, facilities, suppliers, and internal teams.
• Cultural agility and ability to work across geographies and time zones.
• Resilient, adaptable, solution-focused, and comfortable operating in a fast-paced headquarters environment.
• Collaborative, service-oriented, and able to work independently with limited direction.

Success Indicators

• CFO calendar, priorities, communications, travel, meetings, and follow-up actions are managed effectively and aligned to business objectives.
• Stakeholders experience responsive, professional, reliable, and confidential engagement from the CFO office.
• Reception, visitor experience, facilities coordination, supplier support, and Miami Headquarter office services operate smoothly and consistently.
• The Reception & Facilities Coordinator receives clear direction, priorities, and support to deliver day-to-day office services effectively.
• Workspace planning, office assignments, guest offices, and workplace moves are managed in a structured and employee-focused way.
• The Miami Headquarter operates with discretion, clarity, professionalism, and operational excellence.

Note: This job description may evolve as the Miami Headquarter office grows and workplace operating routines are further defined.

Our client is an equal opportunity employer. All employers meeting minimum requirements will be considered.