Executive Assistant

Location:
Miami, FL (Hybrid) | Type:
Full-Time

We are looking for an exceptionally organized, proactive, and detail-obsessed Executive Assistant to support our Founder/CEO across two ventures in the community events and coaching space.

This is a high-impact, fast-paced role that requires extreme ownership, proactivity, discretion, and the ability to keep multiple moving pieces running seamlessly. You will act as the CEO's right hand, managing her schedule, communications, logistics, and operational priorities across both businesses.

This role is ideal for someone who thrives in a dynamic startup environment, loves solving problems before they are noticed, and takes pride in keeping everything (and everyone) organized and moving forward.

The Founder/CEO leads two ventures at the intersection of entrepreneurship, wellness, and community.

Community Building Collective is a coaching and education company that helps community leaders around the world build profitable, sold-out event businesses through hands‑on mentorship, proven systems, and a global network of like‑minded founders.

Coffee & Chill Miami is a fast-growing social wellness event brand that brings together thousands of guests on a biweekly basis for curated in‑person experiences. In two years Coffee & Chill Miami has hosted over 30,000 attendees across almost 50 sold‑out events and has partnered with world‑class brands including Formula One, New Balance, and Google.

Together, these ventures blend entrepreneurship, creativity, and community, and you will play a vital role in keeping the operations behind them running smoothly.

• Manage the Founder's calendar, inbox, and daily schedule with precision, ensuring she is always prepared and on time.
• Coordinate personal tasks including errands, appointments, and reservations in Miami.
• Plan and manage travel, including flights, hotels, transportation, and itineraries.
• Serve as a reliable point of contact for both personal and business matters, maintaining the highest level of discretion and professionalism.

• Support sponsorship call booking from both outbound prospecting and inbound opportunities.
• Coordinate with the sales team to ensure sponsorship leads are scheduled and followed up on efficiently.
• Manage the implementation and coordination of brand sponsor ships at live events, ensuring all activations are executed flawlessly on‑site.

• Coordinate content workflows across a podcast launch and the Founder's personal brand, including scheduling, posting, and managing deliverables across the content team.
• Liaise with editors, designers, and content creators to ensure all assets are delivered on time and on brand.
• Support with iPhone content filming at in‑person obligations and events.
• Support with managing content calendar, scheduling posts, light editing, and graphic design on Canva.

• Support the planning and execution of live events for both Coffee & Chill Miami and Community Building Collective.
• Manage vendor and venue communication, logistics, run‑of‑show coordination, and day‑of event support.
• Ensure all event materials, staffing, and sponsor activations are organized and accounted for ahead of every event.
• Be available and willing to work in person during events, including weekends.

• Handle day‑to‑day administrative needs across both businesses, including documentation, data entry, and workflow coordination.
• Manage client and partner follow‑ups, ensuring timely communication and clear next steps.
• Maintain up‑to‑date records, spreadsheets, and tracking systems for ongoing projects and deliverables.
• Build and maintain organizational systems in tools like Notion, Google Drive, and Google Sheets.
• Continuously identify opportunities to improve efficiency, automate repetitive tasks, and streamline communication.

• Extremely organized and detail‑obsessed. You are methodical, thorough, and proud of it.
• Proactive and hungry. You anticipate needs before they arise and take initiative without waiting for direction.
• Hardworking and…