Job Description
The Executive Assistant provides high-level, proactive support to a senior executive, ensuring the executive’s time, communications, and priorities are impeccably managed. This role is ideal for a polished EA who thrives in a fast-paced environment, handles sensitive information with discretion, and partners closely with the executive to drive outcomes.
This position is on-site full time in Fort Lauderdale/Miami, FL. We are open to candidates currently based in other major metropolitan markets who can relocate. Experience operating at a NYC-caliber pace with high standards, urgency, and discretion is a strong plus.
Location: Fort Lauderdale/Miami, FL (full-time, on-site)
Schedule: Requires flexibility; occasional evenings/weekends as needed
Executive Operations & Prioritization
• Act as the executive’s primary gatekeeper; prioritize requests, manage inflow, and protect focus time.
• Drive the executive’s priorities, track follow-ups, and ensure deadlines are met.
• Prepare briefing materials; synthesize notes and action items from meetings.
Calendar, Travel & Meeting Management
• Own complex, dynamic calendars across time zones and geographies.
• Plan and manage intricate domestic/international travel (commercial and private), including door-to-door itineraries and contingency plans.
• Coordinate meetings, agendas, materials, and logistics; provide day-of support as needed.
Communication & Correspondence
• Draft, proof, and edit emails, memos, presentations, and reports with impeccable attention to detail.
• Communicate on behalf of the executive with internal leaders, external partners, and key stakeholders.
• Maintain strict confidentiality and excellent judgment.
Administration & Expense Management
• Prepare and reconcile expense reports; manage invoices and vendor payments in partnership with finance.
• Maintain files, contacts, and documentation; improve administrative systems and workflows.
Light Personal Support (as needed)
• Assist with seamless integration of professional and personal calendars.
• Coordinate select personal appointments or reservations when they impact the executive’s schedule.
Qualifications
• C-level or senior executive support in a fast-paced, high-demand environment preferred.
• Exceptional organization, written/verbal communication, and follow-through.
• Expert in calendar/travel management and executive-level correspondence.
• High proficiency with Microsoft Office/Google Workspace; familiarity with Asana/Trello a plus.
• Discretion, professionalism, and trust are non-negotiable.
Additional Requirements
• Availability: Responsive to urgent needs; able to support outside typical business hours.
• Mindset: Proactive, resourceful, and hands-on; anticipates needs and operates with ownership.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.
This position is on-site full time in Fort Lauderdale/Miami, FL. We are open to candidates currently based in other major metropolitan markets who can relocate. Experience operating at a NYC-caliber pace with high standards, urgency, and discretion is a strong plus.
Location: Fort Lauderdale/Miami, FL (full-time, on-site)
Schedule: Requires flexibility; occasional evenings/weekends as needed
Executive Operations & Prioritization
• Act as the executive’s primary gatekeeper; prioritize requests, manage inflow, and protect focus time.
• Drive the executive’s priorities, track follow-ups, and ensure deadlines are met.
• Prepare briefing materials; synthesize notes and action items from meetings.
Calendar, Travel & Meeting Management
• Own complex, dynamic calendars across time zones and geographies.
• Plan and manage intricate domestic/international travel (commercial and private), including door-to-door itineraries and contingency plans.
• Coordinate meetings, agendas, materials, and logistics; provide day-of support as needed.
Communication & Correspondence
• Draft, proof, and edit emails, memos, presentations, and reports with impeccable attention to detail.
• Communicate on behalf of the executive with internal leaders, external partners, and key stakeholders.
• Maintain strict confidentiality and excellent judgment.
Administration & Expense Management
• Prepare and reconcile expense reports; manage invoices and vendor payments in partnership with finance.
• Maintain files, contacts, and documentation; improve administrative systems and workflows.
Light Personal Support (as needed)
• Assist with seamless integration of professional and personal calendars.
• Coordinate select personal appointments or reservations when they impact the executive’s schedule.
Qualifications
• C-level or senior executive support in a fast-paced, high-demand environment preferred.
• Exceptional organization, written/verbal communication, and follow-through.
• Expert in calendar/travel management and executive-level correspondence.
• High proficiency with Microsoft Office/Google Workspace; familiarity with Asana/Trello a plus.
• Discretion, professionalism, and trust are non-negotiable.
Additional Requirements
• Availability: Responsive to urgent needs; able to support outside typical business hours.
• Mindset: Proactive, resourceful, and hands-on; anticipates needs and operates with ownership.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.
💡 Quick Summary
Seeking a career-building opportunity? The Executive & Personal Project Manager position is now open for candidates interested in the Operations Executive Jobs sector. This role in Phoenix offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Operations Executive Jobs is a plus.
