Executive Administrative Assistant

Our client is a well-backed, early-stage technology startup headquartered in Miami with a distributed team across the US and internationally. They're growing quickly, and this is a rare chance to get in early with a seat close to the decisions.

We're searching for an experienced Executive Assistant to support the Founder & CEO and work in close partnership with the Chief of Staff.

This is not a calendar-only role. You will be the operational backbone for the Founder's time, travel, communications, and day-to-day priorities — and a trusted extension of the Chief of Staff's office. The right person anticipates rather than reacts, protects the Founder's focus without becoming a bottleneck, and handles sensitive information with absolute discretion.

You’ll have unusual exposure: board and investor communications, partnership conversations, senior hiring, and the internal mechanics of a company scaling quickly.

Calendar & Time Management

• Own the Founder's calendar end to end — scheduling, prioritization, and defense of focus time
• Resolve conflicts proactively, ideally before anyone else notices them
• Coordinate across investors, partners, portfolio contacts, and the internal leadership team
• Build the Founder's day around what actually matters, not just what came in first

Travel & Logistics

• Plan and execute complex domestic and international travel — commercial and private aviation, ground transportation, accommodations, visas, and security considerations where relevant
• Deliver complete, single-source itineraries in advance of departure, with all confirmations, documents, and contacts in one place
• Anticipate failure points and build the contingency plan before it's needed
• Monitor travel in real time and surface changes with a solution already attached
• Maintain rewards, loyalty, and booking accounts; balance points, price, and convenience

Communications & Access

• Serve as a first point of contact for the Founder — triaging inbound requests, drafting and sending correspondence, and managing follow-up
• Draft and edit emails, briefing notes, and internal messages in the Founder's voice
• Prepare pre-read materials and briefing docs for meetings, calls, and travel
• Track commitments made in meetings and close the loop on them

Meetings & Events

• Coordinate leadership meetings, offsites, investor sessions, and team events end to end
• Manage logistics, materials, vendors, and follow-up
• Manage expense reporting, reimbursements, and receipt reconciliation on a rolling basis
• Liaise with accounting and external advisors on administrative matters
• Coordinate vendor relationships and high-end service providers

Chief of Staff Partnership

• Take on discrete projects in support of the Chief of Staff across operations, hiring, partnerships, and internal communications
• Maintain shared trackers, documentation, and systems
• Identify repetitive work in your own scope and propose ways to automate or eliminate it

• Discreet. Non-negotiable. You've handled confidential personal, financial, and business information and have never been the reason something leaked.
• Anticipatory. You think several steps ahead. You've already booked the backup flight.
• Meticulous. Details don't slip. Confirmation numbers are correct, times are in the right time zone, names are spelled right.
• Calm under pressure. Flight cancellations, schedule collapses, and last‑minute changes don't rattle you.
• Resourceful. You find a way. You have a network and you know how to use it.
• A strong writer. You can draft something in someone else's voice and have it land.
• Tech‑fluent. You adopt new tools quickly and you're genuinely curious about AI — this team builds with it and expects you to use it in your own work.
• Judgment‑driven. You know what to decide yourself, what to elevate, and what to never put in writing.
• Flexible. Startup pace,