Executive Personal Assistant to CEO

ONE Sotheby's International Realty; Miami (FL); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Competitive salary

Health, dental, and vision benefits

Professional development opportunities

Collaborative team environment

Job summary

A prominent real estate firm in Miami is seeking an Executive Personal Assistant to support the CEO. This high-trust position requires exceptional skills in calendar management, email triage, and a high level of discretion. The ideal candidate will have over 5 years of experience in a fast-paced environment, demonstrating strong organizational and communication skills. The role offers a competitive salary and benefits, along with opportunities for professional development. This is not just support but a partnership that enables the CEO's effectiveness.

Qualifications

• 5+ years supporting a senior executive in a complex environment.
• Proven experience managing multi-layered calendars.
• Exceptional written and verbal communication skills.

Responsibilities

• Own and manage highly complex calendars across several commitments.
• Act as the first line of defense for all inboxes.
• Proactively track action items and follow up with teams.

Skills

Calendar management

Email triage

Organizational skills

Communication skills

Task management

Judgment and discretion

Tools

Google Workspace

Outlook

Scheduling tools

Job description

Overview

The CEO of ONE Sotheby's International Realty is seeking an extraordinary Executive Personal Assistant who will serve as the operational backbone of a fast-moving, multi-business executive. This role is not entry-level and is not administrative support only. It is a high-trust, high-performance position for someone who thrives on complexity, precision, discretion, and ownership.

The ideal candidate excels at calendar management, email triage, and follow-through, understands how to protect a CEO’s time, and is comfortable handling strategic logistics as well as essential personal tasks. This person takes pride in being indispensable.

Core Responsibilities

• Calendar & Time Management (Critical): Own and manage multiple, highly complex calendars across several businesses and personal commitments; strategically prioritize meetings, travel, and commitments to maximize CEO effectiveness; anticipate conflicts before they arise and proactively resolve them; prepare daily and weekly schedules with context, priorities, and prep notes; ensure the CEO is always in the right place, at the right time, fully prepared
• Email Management & Communication: Act as the first line of defense for all inboxes; read, filter, prioritize, and draft responses on behalf of the CEO; identify urgent vs. non-urgent matters and escalate appropriately; maintain clear systems for follow-ups, responses, and delegated items; ensure nothing slips through the cracks
• Follow-Up & Execution: Track action items from meetings, calls, and conversations; proactively follow up with internal teams, external partners, clients, and vendors; hold others accountable to timelines and deliverables; create simple systems to ensure consistent execution and closure
• Personal & Administrative Support: Handle a wide range of personal and professional tasks (scheduling appointments, travel coordination, errands, special requests); manage logistics for events, meetings, and travel; serve as a trusted gatekeeper and representative of the CEO; handle confidential and sensitive information with absolute discretion
• Operational Support: Assist in managing workflows across multiple businesses; coordinate with internal teams and leadership; prepare documents, agendas, and briefing materials as needed; identify inefficiencies and proactively suggest improvements

The Ideal Candidate

• Is exceptional at calendar and email management — this is non-negotiable
• Is highly organized, detail-oriented, and systems-driven
• Thrives in fast-paced, high-expectation environments
• Is not afraid to handle small tasks and understands that excellence lives in the details
• Thinks ahead, anticipates needs, and acts proactively
• Communicates clearly, professionally, and confidently
• Is calm under pressure and solutions-oriented
• Takes pride in being reliable, responsive, and indispensable

Required Experience & Skills

• 5+ years supporting a senior executive, CEO, founder, or principal (real estate or entrepreneurial environment preferred)
• Proven experience managing complex, multi-layered calendars
• Exceptional written and verbal communication skills
• High proficiency with Google Workspace, Outlook, scheduling tools, and task management systems
• Strong judgment, discretion, and emotional intelligence
• Ability to manage competing priorities without dropping the ball

Personality & Mindset Fit

• Ownership mentality — "this is my responsibility"
• No ego, no task too small
• Highly trustworthy and loyal
• Polished, professional, and confident
• Naturally organized and energized by structure
• Values excellence and continuous improvement

Why This Role Matters

This is a mission-critical position supporting a CEO who leads multiple businesses within a globally respected brand. The right person will become a trusted partner, not just support staff — enabling the CEO to operate at the highest level.

Benefits

• Full-time; the position will be performed in an office setting
• Competitive salary
• Health, dental, and vision benefits
• Professional development opportunities
• Collaborative, innovative, and supportive team environment
• Opportunity to make a direct impact on brand growth and market presence

ONE Sotheby’s International Realty is an Equal Opportunity Employer; participates in E-Verify and conducts background checks.