Executive Operations Assistant

Medical Device Distribution Company; Miami (FL); On-site; USD 60,000 - 69,000; Full time

Benefits offered by this job

15 days PTO/Sick

SEP at 25% of pay

Job summary

Medical Device Distribution Company in Miami Gardens, FL is seeking an Executive Operations Assistant to support the owner with calendar, email, and workflow management. The role blends business and personal responsibilities, requiring strong organization and proactive planning.

You will organize the executive’s digital world, maintain EOS scorecards, rocks, and weekly commitments, and draft SOPs. This is a structured, hybrid position with competitive compensation.

Qualifications

• 3+ years in executive support, operations coordination, or admin management.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Able to manage multiple priorities with follow‑through.
• Comfortable interacting with vendors and staff.
• Proficient with Google Workspace, MS Office, cloud storage.
• Experience with Quicken preferred.
• Ability to create and maintain SOPs and workflows.
• High level of discretion and professionalism.

Responsibilities

• Executive Support & Workflow Management: calendar, email, and appointments.
• Prepare pre‑meeting briefs and post‑meeting follow‑ups.
• Track deadlines, commitments, and deliverables.
• Organize the executive’s digital world and EOS scorecards.
• Personal Operating System Support: weekly planning and schedule integrity.
• Administrative Support: create and maintain SOPs, NDAs, vendor forms.
• Vendor & Coordination Support for executive workflow items.
• Personal Support: schedule personal appointments and travel planning.

Skills

3+ years executive support experience

Exceptional organizational skills

Strong written and verbal comms

Multitasking & prioritization

Vendor & staff interaction

Digital organization tools

Quicken accounting familiarity

SOPs & structured workflows

Discretion & professionalism

Tools

Google Workspace

Microsoft Office

Cloud storage

Job description

Job Description

Job Description

** Location:** Miami Gardens, FL

** Schedule:** Monday–Friday

** Hours:** ~30 hours/week

** Compensation:** $60,000 annual subject to experience and capability

About the Company

We are a well established and successful veterinary medical device importer and distributor based in Miami Gardens Florida. Our company thrives and lives by its core values, which are:

• We make the hard choices
• We put the customer First
• We give 100%
• We own it - it's not my fault, but it is my responsibility

About the Role

We are seeking a highly organized, proactive, and detail‑driven Executive Operations Assistant to support the owner of a veterinary medical device import and distribution company. This role is designed to streamline both business and personal workflows, reinforce the executive’s operating systems, and ensure commitments, deadlines, and processes run smoothly.

You will work directly with the executive. This position is ideal for someone who thrives in structure, enjoys creating order, and takes pride in anticipating needs, organizing information, and keeping operations aligned with a clear system.

Key Responsibilities

** Executive Support & Workflow Management**

• Manage and optimize the executive’s calendar , email , and appointments
• Prepare pre‑meeting briefs , organize materials, and handle post‑meeting follow‑up
• Track deadlines, commitments, and deliverables; proactively remind the executive and staff
• Organize the executive’s digital world (files, email, cloud storage, workflows)
• Maintain and update the executive’s EOS scorecards , rocks, and weekly commitments

** Personal Operating System Support**

• Assist with weekly planning rituals
• Protect Free Days and maintain schedule integrity
• Track gratitude practices, reflection routines, and personal commitments
• Support the executive’s Strategic Coach + EOS hybrid operating system

** Administrative Support**

• Create and maintain SOPs for recurring tasks
• Prepare and send NDAs , vendor forms, and basic business documentation
• Organize digital and physical documents for business and personal workflows
• Manage recurring personal and business bills
• Enter personal accounting transactions into Quicken
• Maintain structured records for meetings, commitments, and follow‑up items

** Vendor & Coordination Support (Executive-Level Only)**

• Follow up with vendors only on items directly related to the executive’s workflow (e.g., scheduling calls, confirming meetings, sending NDAs)
• Coordinate communication for executive-level vendor interactions
• Assist with light research related to executive decision‑making (not product or technical data)

** Personal Support**

• Schedule personal appointments (dental, medical, household services)
• Coordinate with service providers (yard service, maintenance, etc.)
• Assist with personal and business travel planning and logistics
• Handle occasional personal follow‑ups

** Required Skills & Qualifications**

• 3+ years experience in executive support, operations coordination, or administrative management
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities and follow through consistently
• Comfortable interacting with vendors, service providers, and staff
• Proficiency with digital organization tools (Google Workspace, Microsoft Office, cloud storage)
• Experience with accounting software (Quicken preferred)
• Ability to create and maintain SOPs and structured workflows
• High level of discretion, confidentiality, and professionalism
• Comfortable with both business and personal support responsibilities
• Process‑driven mindset with strong follow‑through

** Ideal Candidate Traits**

• Proactive and anticipatory
• Structured, disciplined, and organized
• Strong follow‑through and accountability
• Comfortable nudging others to meet deadlines
• Enjoys organizing, systematizing, and creating order
• Thrives in a hybrid role with varied responsibilities
• Trustworthy, reliable, and consistent
• Able to operate independently without micromanagement
• Comfortable supporting both business operations and personal systems

** Compensation & Work Environment**

• $60,000 annual subject to experience and capability
• 15 days PTO/Sick
• SEP at 25% of pay
• Note – “I’ve never had an assistant before, so part of this role is helping me learn how to work with one effectively. I’m used to carrying everything myself, and I’m ready to let go of responsibilities—but I’ll need someone who can help me build trust, take ownership, and show me what ‘good’ looks like in an operations support role.”

Company Description

We are a well-established brand and private label supplier of quality veterinary products working with some of the industry’s largest distributors. We provide a healthy work environment, competitive salaries and attractive working hours; making our company an amazing place to work and grow.

Company Description

We are a well-established brand and private label supplier of quality veterinary products working with some of the industry’s largest distributors. We provide a healthy work environment, competitive salaries and attractive working hours; making our company an amazing place to work and grow.