Executive Administrative Assistant

Mission Recruit; Miami (FL); On-site; USD 90,000 - 130,000; Full time

Job summary

Mission Recruit's Miami-based client seeks an experienced Executive Assistant to support the Founder & CEO and collaborate closely with the Chief of Staff. You will manage the founder's time, travel, communications, and day-to-day priorities, acting as a trusted extension of the Chief of Staff's office.

This role requires discretion, anticipatory thinking, and meticulous execution as the startup scales, including exposure to investor conversations and senior leadership coordination.

Qualifications

• Discretion with confidential information and high level of integrity.
• Ability to anticipate needs, plan ahead, and protect founder focus.
• Meticulous attention to detail, accurate scheduling, and time zone coordination.

Responsibilities

• Own the Founder's calendar end to end, prioritize, and defend focus time.
• Plan and execute complex domestic and international travel arrangements.
• Draft communications in the Founder's voice and prepare briefing materials.

Skills

Discretion

Anticipatory thinking

Meticulous

Calm under pressure

Strong writing

Tech-fluent

Judgment

Flexible

Executive support

Tools

Calendar software

Travel booking tools

Email management systems

Job description

Our client is a well-backed, early-stage technology startup headquartered in Miami with a distributed team across the US and internationally. They're growing quickly, and this is a rare chance to get in early with a seat close to the decisions.

We're searching for an experienced Executive Assistant to support the Founder & CEO and work in close partnership with the Chief of Staff.

This is not a calendar-only role. You will be the operational backbone for the Founder's time, travel, communications, and day-to-day priorities — and a trusted extension of the Chief of Staff's office. The right person anticipates rather than reacts, protects the Founder's focus without becoming a bottleneck, and handles sensitive information with absolute discretion.

You’ll have unusual exposure: board and investor communications, partnership conversations, senior hiring, and the internal mechanics of a company scaling quickly.

What You’ll Do

Calendar & Time Management

• Own the Founder's calendar end to end — scheduling, prioritization, and defense of focus time
• Resolve conflicts proactively, ideally before anyone else notices them
• Coordinate across investors, partners, portfolio contacts, and the internal leadership team
• Build the Founder's day around what actually matters, not just what came in first

Travel & Logistics

• Plan and execute complex domestic and international travel — commercial and private aviation, ground transportation, accommodations, visas, and security considerations where relevant
• Deliver complete, single-source itineraries in advance of departure, with all confirmations, documents, and contacts in one place
• Anticipate failure points and build the contingency plan before it's needed
• Monitor travel in real time and surface changes with a solution already attached
• Maintain rewards, loyalty, and booking accounts; balance points, price, and convenience

Communications & Access

• Serve as a first point of contact for the Founder — triaging inbound requests, drafting and sending correspondence, and managing follow-up
• Draft and edit emails, briefing notes, and internal messages in the Founder's voice
• Prepare pre-read materials and briefing docs for meetings, calls, and travel
• Track commitments made in meetings and close the loop on them

Meetings & Events

• Coordinate leadership meetings, offsites, investor sessions, and team events end to end
• Manage logistics, materials, vendors, and follow-up
• Manage expense reporting, reimbursements, and receipt reconciliation on a rolling basis
• Liaise with accounting and external advisors on administrative matters
• Coordinate vendor relationships and high-end service providers

Chief of Staff Partnership

• Take on discrete projects in support of the Chief of Staff across operations, hiring, partnerships, and internal communications
• Maintain shared trackers, documentation, and systems
• Identify repetitive work in your own scope and propose ways to automate or eliminate it

Who You Are

• Discreet. Non-negotiable. You've handled confidential personal, financial, and business information and have never been the reason something leaked.
• Anticipatory. You think several steps ahead. You've already booked the backup flight.
• Meticulous. Details don't slip. Confirmation numbers are correct, times are in the right time zone, names are spelled right.
• Calm under pressure. Flight cancellations, schedule collapses, and last‑minute changes don't rattle you.
• Resourceful. You find a way. You have a network and you know how to use it.
• A strong writer. You can draft something in someone else's voice and have it land.
• Tech‑fluent. You adopt new tools quickly and you're genuinely curious about AI — this team builds with it and expects you to use it in your own work.
• Judgment‑driven. You know what to decide yourself, what to elevate, and what to never put in writing.
• Flexible. Startup pace,