MaintainX · 3 days ago
Executive Assistant
Miami, FL
Full-time
Hybrid
Senior Level
5+ years expMaintainX is the world's leading Asset and Work Intelligence platform for industrial and frontline environments. The Executive Assistant will provide direct support to the CEO and a VP, managing complex calendars, travel logistics, and communication flow while fostering cross-functional collaboration and operational excellence.
Artificial Intelligence (AI)Asset ManagementB2BInformation TechnologyMobileSaaS
Responsibilities
Oversee complex and dynamic calendar management for our leader, ensuring the thoughtful prioritization of competing requests. Proactively anticipate scheduling needs, resolve conflicts with sound judgment, and provide strategic recommendations that support seamless daily operations
Plan, coordinate, and supervise intricate domestic and international travel itineraries. Manage visas, transportation, lodging, and on-site logistics. Ensure timely and accurate preparation, submission, and reconciliation of all travel-related expenses
Keep our leader fully informed of upcoming commitments, priorities, and required follow-ups. Anticipate needs in advance of meetings, presentations, and conferences to ensure optimal preparation and flawless execution
Collaborate across departments to organize calendars, orchestrate complex activities, and support internal and external engagements, conferences, and strategic initiatives
Assess, research, and triage incoming issues and inquiries—including high-sensitivity matters—determining the appropriate course of action, response, or delegation
Draft polished correspondence, memoranda, spreadsheets, charts, and presentations. Maintain a high standard of accuracy through diligent proofreading and editorial judgment
Develop compelling presentations, distribute critical information, and coordinate cross-team efforts as needed. Establish and maintain efficient information and document management systems
Prepare, process, and track expense reports with accuracy and timeliness
Plan and execute meetings, team gatherings, and executive-level events with precision, creativity, and attention to detail. Manage on-site visits and ensure all logistics are executed flawlessly
Serve as a trusted representative of the CEO, acting as a bridge to internal teams, cross-functional leaders, and external partners. Cultivate strong, collaborative relationships across all levels of the organization
Exercise sound judgment in planning, prioritizing, and organizing a diverse workload. Recommend enhancements to office procedures, workflows, and best practices to improve efficiency and effectiveness
Uphold the highest standards of discretion and professionalism when handling sensitive, strategic, and confidential information
Support office-based events and initiatives involving executive leadership. Champion and model the company’s culture and core values in all interactions, fostering a positive and high-performing environment
Qualification
Required
5+ years of experience in an Executive Assistant or high-level administrative support role
Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, etc.) and other collaboration tools
A track record of working closely and efficiently to support C-level executive leaders in a fast-paced global business
Strong interpersonal, written, and oral communication skills
High levels of tact and good judgement in confidential situations and proven experience of interacting with executive management
An ability and willingness to adapt to a rapidly changing business
Effective collaboration and communication skills are required, including information exchange with internal and external contacts
Preferred
Bachelor's Degree (preferred but not required)
Benefits
Healthcare, dental, and vision coverage.
401(k) / RRSP program.
Take what you need PTO.
Company
MaintainX
MaintainX provides a CMMS/EAM platform that streamlines maintenance, work orders, and asset management for industrial and frontline teams.
501-1000 employees
H1B Sponsorship
MaintainX has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
2024 (1)
2023 (1)
2022 (1)
Funding
Current Stage
Late StageTotal Funding
$253.8MKey Investors
Bessemer Venture PartnersBain Capital Ventures
2025-07-09Series D· $150M
2023-12-06Series C· $50M
2021-06-09Series B· $39M
Leadership Team
Chris Turlica
CEO & Founder
Hugo Dozois-Caouette
CTO & Co-Founder
Recent News
2025-12-08
Washington Technology
2025-11-23
Company data provided by crunchbase