Executive Assistant to Founder & CEO

Executive Assistant

Are you an experienced Executive Assistant who thrives in a fast‑paced environment and enjoys staying one step ahead, solving problems before they arise, and being the trusted partner who keeps everything running smoothly? Our client, a fast‑growing, clean‑label protein bar brand with national retail distribution, is seeking a highly organized, resourceful, and trustworthy Executive Assistant to support the Founder & CEO.

This is more than a traditional administrative role. No two days are the same—from managing calendars and coordinating meetings to arranging travel, planning events, and handling time‑sensitive business and personal tasks. If you’re proactive, adaptable, discreet, and enjoy variety, you’ll have the opportunity to make a meaningful impact every day.

This is a full‑time position based on‑site in Miami, FL at their headquarters. The role requires occasional local errands and travel; standard business hours with flexibility to accommodate occasional early mornings, evenings, or weekend support as business needs arise.

• Own and proactively manage the CEO’s complex calendar, scheduling meetings, resolving conflicts, and ensuring priorities stay on track.
• Coordinate meetings from start to finish, including scheduling across time zones, preparing agendas, confirming logistics, and keeping the CEO informed and prepared.
• Draft, edit, and manage executive correspondence while helping prioritize and triage the CEO’s inbox.
• Serve as the primary point of contact for internal and external requests, communicating professionally with executives, board members, partners, vendors, and team members.
• Coordinate business and personal travel arrangements, including flights, hotels, itineraries, transportation, and travel logistics.
• Assist with administrative financial tasks such as bill payments, expense tracking, receipt management, bank deposits, and maintaining organized records in partnership with the Finance team.
• Help keep the Miami headquarters operating efficiently by coordinating office supplies, vendors, guests, meetings, shipping, and day‑to‑day office logistics.
• Plan and coordinate team lunches, off‑site meetings, company events, and other special projects.
• Provide support for in‑office content creation by helping coordinate schedules, logistics, and production needs.
• Handle shipping, mailing, and other operational tasks to ensure the office runs smoothly.
• Provide personal assistance to the CEO, including running errands, coordinating appointments, mailing packages, and handling occasional personal logistics such as taking the CEO’s vehicle in for service.
• Anticipate needs, identify potential issues before they arise, and take ownership of finding solutions with minimal direction.
• Maintain the highest level of discretion and professionalism while handling confidential business and personal information.

• Three or more years of experience supporting a Founder, CEO, or senior executive in a fast‑paced or high‑growth environment.
• Exceptional organizational and time‑management skills with the ability to juggle multiple priorities.
• A proactive, resourceful mindset—you identify solutions before problems escalates.
• Outstanding communication skills with a high level of professionalism and discretion.
• Comfortable shifting between executive‑level responsibilities and hands‑on tasks as business needs change.
• Experience with Google Workspace and/or Microsoft Office.
• Valid driver’s license and reliable transportation for local business‑related errands.

• Experience supporting content creation, filming, or social media production.
• Familiarity with basic bookkeeping, expense management, or travel‑booking tools.
• Experience coordinating vendors, events, or team logistics.

• A front‑row seat to a high‑growth consumer brand and direct partnership with the Founder & CEO.
• A dynamic, no‑two‑days‑alike role with real ownership and impact.
• A collaborative, ambitious team that moves fast and celebrates wins.