Executive Assistant

Key Responsibilities

* Executive Support & Leadership Operations

* Provide proactive support to multiple senior executives, including:

* Calendar management

* Travel coordination

* Meeting preparation

* Agenda creation and follow-ups

* Ensure executive time is aligned with the company's highest-impact priorities

* Act as a liaison between executives and internal/external stakeholders, ensuring clarity, professionalism, and follow-through

* Prepare executive materials such as:

* Briefings

* Leadership presentations

* Meeting summaries

* Action trackers

CEO Office & Strategic Enablement

* Partner with the VP of Transformation and leadership team

* Executive rhythms and operating cadence

* Key leadership initiatives

* Small cross-functional projects and special requests

* Help coordinate leadership offsites, events, and executive meetings

* Support engagement activities that strengthen connection, culture, and leadership alignment

* Track key asks and action items coming from executive forums and ensure progress and closure

Events, Projects & Engagement

* Assist in planning and execution of:

* Executive meetings

* Leadership events

* On-site sessions and offsites

* Support small operational projects related to:

* Process improvement

* Communication

* Team engagement

* Leadership enablement

* Bring structure and organization to ad-hoc initiatives that come through the CEO Office

Collaboration & Best Practices

* Partner closely with other Executive Assistants to ensure seamless coverage and consistency

* Apply and promote best practices, tools, and operational frameworks across executive support

* Maintain discretion, professionalism, and sound judgment in all interactions

* Be available for on-site support as needed, sometimes on short notice

Office & Facilities Management

* Serve as the primary point of contact for the Miami office, managing day-to-day office operations and ensuring a professional, well-functioning work environment

* Manage vendor relationships and coordinate with building management, facilities teams, and service providers (e.g., supplies, equipment, cleaning, IT logistics)

* Oversee office supply inventory, ordering, and budget tracking to ensure the workspace is consistently stocked and operational

* Coordinate new hire office onboarding logistics, including desk setup, access provisioning, and first-day readiness for Miami-based employees

* Support the planning and logistics for in-office events, all-hands sessions, visitor visits, and leadership on-sites held at the Miami location

* Act as the go-to resource for employees in the Miami office, fielding facility-related questions and escalating issues appropriately

Experience & Qualifications

* Minimum 2 years of professional experience in operational, administrative, program coordination, or business support roles

* At least 1 years of experience in an Executive Assistant role supporting senior leaders

* Prior exposure to office management, facilities coordination, or workplace operations preferred

* Experience working in fast-paced, high-growth, or technology environments preferred

* Advanced / fluent English (written and spoken) required

* Strong organizational skills with the ability to manage competing priorities

* High emotional intelligence, discretion, and executive presence

* Excellent written and verbal communication skills

* Proficiency with Microsoft 365,Teams, Zoom, Calendar and task management tools

* Project tracking tools

* Bachelor's degree or equivalent professional experience preferred

You are

* Operationally strong but curious about the business

* Comfortable supporting multiple leaders instead of just one

* Organized, proactive, and solution-oriented

* Trusted, discreet, and dependable

* Interested in growing into broader executive operations or Chief of Staff-type responsibilities over time

* Comfortable wearing two hats - shifting fluidly between executive support and office operations depending on the needs of the day