Executive Assistant to the CEO

AvantStay; Miami (FL); On-site; USD 80,000 - 110,000; Full time

Job summary

AvantStay is seeking an organized Executive Assistant to provide personalized administrative support to the CEO and Founder. You will manage scheduling, travel, and information flow while handling sensitive tasks with discretion.

The role requires 5+ years of senior-level support, a Bachelor's degree, and strong communication skills. You will coordinate internal and external meetings, take notes, and act as a trusted ambassador across the company and with external stakeholders.

Qualifications

• Bachelor’s degree required; 5+ years supporting senior or C-level executives.
• Excellent organizational skills and ability to manage multiple priorities.
• Strong written and verbal communication; drafting messages and presentations.
• Discrete handling of confidential information.
• Flexible to work outside traditional hours.

Responsibilities

• Manage day-to-day scheduling and meeting logistics for the CEO.
• Coordinate travel arrangements and itineraries domestic and international.
• Attend meetings, take notes, and share action items with stakeholders.
• Prepare documents and agendas for meetings.
• Build relationships with executives, board, investors, and partners.
• Handle personal tasks as needed.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Stakeholder management

Startup experience

Education

Bachelor’s Degree

Job description

Who We Are…

AvantStay delivers exceptional, unique stays for group travelers. The company has built a tech-enabled millennial hospitality brand to be the new standard for group experience. We are venture funded and growing rapidly in the explosive $100+ billion dollar STR industry.

What we are looking for

A highly organized and detail-oriented Executive Assistant to provide personalized administrative and ad hoc support for the CEO and Founder of AvantStay. This person will be responsible for scheduling internal and external meetings, coordinating travel arrangements, facilitating information flow, and handling some personal assistant duties and errands. The ideal candidate is a motivated self-starter with a strong sense of urgency and experience working for a high-level executive.

What you’ll do…

• Manage day-to-day scheduling, coordination, and meeting logistics, acting as the liaison between our CEO and both internal and external stakeholders.
• Organize and orchestrate staff and team meetings and other group events, including offsites for our Executive Team.
• Coordinate intuitive, complex travel itineraries for our CEO to meet with stakeholders and potential partners in the US and abroad.
• Attend necessary meetings and take notes, ensuring notes are shared with appropriate stakeholders, and action items are communicated and followed up on.
• Anticipate our CEO’s needs and identify problems and solutions proactively.
• Prepare our CEO for meetings with documentation and a review of purpose, attendees, agenda, and goals.
• Handle confidential documents, information, and meetings with discretion.
• Serve as a positive ambassador on behalf of our CEO by interacting and building relationships with AvantStay executives and departments, our CEO’s personal network, as well as external stakeholders such as investors, our board, consultants, etc.
• Schedule personal appointments and oversee other highly leveraged personal tasks.
• Other duties as assigned.

What you’ll bring…

• Bachelor’s Degree
• 5+ years support experience to a senior/ C-level executive; experience in a startup environment preferred
• Highly organized, with the ability to manage multiple priorities in a fast-paced, ever changing environment
• Skilled in written and verbal communication, including drafting messages and presentations
• Ability to be flexible and available to work outside traditional office hours
• Discretion with handling sensitive and confidential information
• Professionalism in dealing with diverse groups of people, including investors, board members, senior executives, and other AvantStay team members
• Ability to complete a high volume of tasks and projects with little or no guidance

Logistics & Compensation

This role may be filled by a US-based or global candidates, with compensation package based on location, skills, and experience.

The candidate should reside in North or South America, be fluent in English, and available to work in PST and EST hours to fit executive needs.