Executive Assistant to the CEO

Nation Security Services LLC; Miami (FL); On-site; USD 50,000 - 75,000; Full time

Job summary

Nation Security Services LLC is seeking a highly organized Executive Administrative Assistant to support the CEO at our Miami headquarters. The role involves managing a dynamic calendar, coordinating logistics, and acting as the primary communication point in both English and Spanish. Applicants should have 3+ years of experience, ideally with a C-level executive, and possess advanced proficiency in Microsoft Office. This full-time position requires exceptional organizational skills and discretion in handling sensitive information.

Qualifications

• 3+ years of administrative support experience, with at least 1-2 years supporting a C-level executive.
• Must be professionally fluent in both English and Spanish.
• Exceptional organizational, time management, and problem-solving abilities.

Responsibilities

• Manage the CEO’s dynamic calendar, scheduling meetings, and operational reviews.
• Coordinate business logistics, including booking travel arrangements.
• Act as the primary point of contact for the CEO, prioritizing incoming communication.
• Prepare agendas and organize materials for weekly executive meetings.
• Handle the CEO's administrative duties, including expense reporting.
• Maintain confidentiality while handling sensitive business information.

Tools

Microsoft Office Suite

CRM or project management software

Job description

We are seeking a highly organized, professional, and discreet Executive Administrative Assistant to directly support our Chief Executive Officer (CEO), who is based out of our Miami headquarters. This is a vital, high-visibility role for someone proactive, manages logistics flawlessly, and can serve as a polished gatekeeper and operational hub for the executive office, often interacting with clients and staff who communicate in both English and Spanish.

Key Responsibilities

• Executive Support & Coordination: Manage the CEO’s dynamic calendar, scheduling meetings, internal check-ins, site visits, and operational reviews across Florida service areas.
• Logistics & Travel Management: Coordinate all business logistics, including booking detailed travel arrangements (flights, hotels, ground transport) often required for rapid response to client or franchise locations.
• Communication & Liaison: Act as the primary point of contact for the CEO, screening and prioritizing incoming calls, emails, and correspondence from clients, executive staff, franchisees, and vendors in both English and Spanish. Draft, proofread, and prepare professional correspondence, proposals, and internal memos.
• Operational Meeting Preparation: Prepare agendas, compile operational reports, and organize briefing materials for weekly executive meetings, internal team huddles, and external client or investor presentations.
• Office Management: Handle the CEO's administrative duties, including expense reporting, invoice processing, managing office supply inventory, and coordinating occasional internal events.
• Discretion & Confidentiality: Handle sensitive business information, including client contracts, franchise details, personnel matters, and internal financial data, with the highest level of professionalism and confidentiality.

Qualifications

• Experience: 3+ years of administrative support experience, with at least 1-2 years directly supporting a C-level executive (CEO, President, or COO), ideally within the security services, logistics, or related service industries.
• Language Requirement: Must be professionally fluent (written and verbal) in both English and Spanish to effectively communicate with stakeholders, clients, and employees.
• Location/Availability: Must be able to work full‑time in the Miami, FL office.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with CRM or project management software is a plus.
• Organizational Skills: Exceptional organizational, time management, and problem‑solving abilities, capable of thriving in a fast‑paced, sometimes unpredictable, operational environment.
• Attributes: Resourceful, detail‑oriented, self‑starter who anticipates needs and handles pressure with grace.

Nation Security, LLC is an Equal Opportunity Employer