Executive Personal Assistant

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

Job summary

Confidential is seeking an experienced Executive Assistant to support the Executive Chair in Miami Beach. You will handle daily logistics, travel coordination, calendar management across time zones, and high-level correspondence with discretion.

Responsibilities include managing personal and family-office financial affairs, coordinating with accountants, preparing and filing documents, and ensuring timely completion of tasks, while remaining flexible to after-hours requests.

Qualifications

• Experience supporting a C-suite executive, family office, or high-net-worth individual.
• Based in or able to reach Miami Beach with short notice.
• Exceptional discretion; capable of handling confidential information.
• Strong organizational skills and the ability to prioritize time-sensitive requests.
• Proficient in Outlook and calendar management across multiple time zones.

Responsibilities

• Support the Executive Chair's personal financial affairs, coordinating preparation, review, signature, and filing of financial statements and tax documents with outside accountants and institutions.
• Manage incoming/outgoing mail, packages, and printing needs.
• Coordinate signature and notarization workflows for documents requiring execution by the Executive Chair.
• Oversee bill payments and personal administrative paperwork with proper documentation.
• Book and manage domestic and international travel arrangements and itinerary changes.
• Process and reconcile expense reports in a timely and accurate manner.
• Run errands and handle personal logistics as directed.
• Coordinate correspondence and calendar across time zones as needed.
• Maintain strict confidentiality of personal and business matters.
• Be available on short notice for time-sensitive requests, including outside standard hours.

Skills

Executive support

Discretion

Time management

Calendar management

Tools

Microsoft Excel

QuickBooks

Microsoft Outlook

Job description

Provides high-touch personal and administrative support to the Executive Chair, managing daily logistics, correspondence, travel, and errands. Works under the direction of the Senior Executive Administrator and requires flexibility, discretion, and availability outside standard business hours as needs arise.

Key Responsibilities

• Support the Executive Chair's personal financial affairs, coordinating the preparation, review, signature, and filing of financial statements, tax documents, and related records with outside accountants, advisors, and institutions Proficient in Microsoft Excel, including formulas, and Quickbooks
• Manage incoming and outgoing mail, packages, and printing needs
• Coordinate signature and notarization workflows for board and business documents requiring the Executive Chair's execution, ensuring accurate tracking and timely completion.
• Oversee bill payment and household/personal administrative paperwork, ensuring timely processing, proper documentation, and accurate recordkeeping across accounts
• Book and manage all travel arrangements (domestic and international), including itinerary changes and last-minute rebookings
• Process and reconcile expense reports in a timely, accurate manner
• Run errands and handle personal logistics as directed
• Manage correspondence and calendar coordination as needed
• Maintain strict confidentiality regarding all personal and business matters
• Be available on short notice for time-sensitive requests, including outside standard hours
• Coordinate day-to-day priorities with the Senior Executive Administrator to ensure alignment on the Chair's schedule and needs

Requirements

• Prior experience supporting a C-suite executive, family office, or high-net-worth individual preferred
• Based in or reliably able to reach Miami Beach with short notice
• Exceptional discretion; comfortable handling confidential personal and business information
• Strong organizational skills and ability to self-prioritize competing, time-sensitive requests
• spreadsheets, and organizing financial data for reporting and recordkeeping
• Proficient in Microsoft Outlook, including managing a complex, frequently-changing calendar, scheduling across time zones, and triaging a high-volume inbox
• Valid, unrestricted Driver's License
• Personal auto insurance meeting minimum coverage of $300,000 / $300,000 combined single limit (or equivalent split limits), with uninsured/underinsured motorist coverage matching liability limits