Executive Assistant

Scentiment; Miami (FL); On-site; USD 55,000 - 90,000; Full time

Job summary

Scentiment, a fast-growing home fragrance brand, is seeking an Executive Assistant to support the leadership team. You will manage calendars, coordinate meetings, prepare materials, and handle confidential information in a dynamic, fast-paced environment.

You will collaborate with operations, finance, marketing, product, HR, and customer support, organize travel, track action items, and help keep projects on track.

Qualifications

• 2+ years of experience as an Executive Assistant, Administrative Assistant, or similar role.
• Strong organizational and time management skills necessary in a fast-paced environment.
• Excellent written and verbal communication skills.

Responsibilities

• Manage executive calendars, meetings, appointments, and daily schedules.
• Coordinate internal and external meetings, including agendas, notes, and follow-ups.
• Prioritize emails, messages, and requests to help leadership stay organized.
• Prepare documents, presentations, reports, and meeting materials.
• Track action items and ensure follow-through on key tasks.
• Handle confidential information with professionalism and discretion.

Skills

Organization & time management

Communication skills

Multitasking

Attention to detail

Confidentiality

Problem solving

Professional demeanor

Tools

Google Workspace

Microsoft Office

Slack

Zoom

Monday.com

Asana

Notion

Job description

Scentiment is a fast-growing home fragrance and smart diffuser brand focused on making luxury scenting accessible to every home. We are scaling quickly across ecommerce, TikTok Shop, retail, operations, product development, and technology, and we are looking for a highly organized Executive Assistant to support leadership and help keep the business moving efficiently.

Role Overview

About Scentiment

Scentiment is a fast-growing home fragrance and smart diffuser brand focused on making luxury scenting accessible to every home. We are scaling quickly across ecommerce, TikTok Shop, retail, operations, product development, and technology, and we are looking for a highly organized Executive Assistant to support leadership and help keep the business moving efficiently.

Role Overview

We are looking for a proactive, detail-oriented, and highly reliable Executive Assistant to provide direct support to the executive leadership team. This role is ideal for someone who is organized, resourceful, confidential, and comfortable working in a fast-paced environment where priorities can change quickly.

The Executive Assistant will help manage calendars, meetings, communication, follow-ups, travel, documentation, and administrative tasks across multiple departments. This person will act as a key support partner to leadership and help ensure that important tasks, decisions, and projects stay on track.

Key Responsibilities

Executive Support

• Manage executive calendars, meetings, appointments, and daily schedules
• Coordinate internal and external meetings, including agendas, notes, and follow-ups
• Prioritize emails, messages, and requests to help leadership stay organized
• Prepare documents, presentations, reports, and meeting materials
• Track action items and ensure follow-through on key tasks
• Handle confidential information with professionalism and discretion

Communication & Coordination

• Act as a point of contact between executives, internal teams, vendors, partners, and external stakeholders
• Draft, review, and organize emails, memos, meeting notes, and internal communications
• Coordinate with departments such as operations, finance, marketing, product, HR, and customer support
• Help leadership stay updated on project timelines, open tasks, and business priorities

Administrative & Operational Support

• Organize files, documents, contracts, reports, and company records
• Assist with travel arrangements, itineraries, bookings, and expense tracking
• Support company events, leadership meetings, team meetings, and special projects
• Help improve administrative processes, workflows, and organization systems
• Manage reminders, deadlines, approvals, and recurring tasks

Project & Follow-up Management

• Support executives with cross-functional initiatives and special projects
• Track deliverables, deadlines, and ownership across teams
• Prepare status updates and summaries for leadership
• Help identify bottlenecks and make sure key items do not fall through the cracks
• Assist with research, vendor coordination, and business planning tasks as needed

Qualifications

• 2+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• High attention to detail and strong follow-through
• Comfortable handling confidential and sensitive information
• Proficient with tools such as Google Workspace, Microsoft Office, Slack, Zoom, and project management platforms
• Ability to work independently, anticipate needs, and solve problems quickly
• Professional, reliable, and positive attitude

Nice to Have

• Experience supporting founders, CEOs, or senior executives
• Experience in ecommerce, consumer products, operations, logistics, or fast-growing companies
• Familiarity with Shopify, Gorgias, NetSuite, Monday.com, Asana, Notion, or similar tools
• Experience coordinating across multiple departments or remote teams

Ideal Candidate

The ideal candidate is someone who is highly organized, trustworthy, and proactive. You do not wait to be told every step. You can anticipate what needs to be done, keep leadership organized, and follow up until tasks are complete. You are comfortable working in a fast-moving company and can balance professionalism with flexibility.

Why Join Scentiment

• Join a fast-growing brand in the home fragrance and smart diffuser space
• Work closely with executive leadership
• Be part of a company scaling across ecommerce, operations, product, and technology
• Opportunity to take ownership, grow with the company, and make a direct impact