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ONE Sotheby's International Realty · 2 days ago

Executive Personal Assistant to CEO

Miami, FL

Full-time

Onsite

Senior Level

5+ years exp

ONE Sotheby's International Realty is seeking an extraordinary Executive Personal Assistant to support their CEO. This high-trust role involves managing complex calendars, email communications, and personal tasks to ensure the CEO operates at peak effectiveness.

Real EstateReal Estate Brokerage

Responsibilities

Own and manage multiple, highly complex calendars across several businesses and personal commitments

Strategically prioritize meetings, travel, and commitments to maximize CEO effectiveness

Anticipate conflicts before they arise and proactively resolve them

Prepare daily and weekly schedules with context, priorities, and prep notes

Ensure the CEO is always in the right place, at the right time, fully prepared

Act as the first line of defense for all inboxes

Read, filter, prioritize, and draft responses on behalf of the CEO

Identify urgent vs. non-urgent matters and escalate appropriately

Maintain clear systems for follow-ups, responses, and delegated items

Ensure nothing slips through the cracks

Track action items from meetings, calls, and conversations

Proactively follow up with internal teams, external partners, clients, and vendors

Hold others accountable to timelines and deliverables

Create simple systems to ensure consistent execution and closure

Handle a wide range of personal and professional tasks (scheduling appointments, travel coordination, errands, special requests)

Manage logistics for events, meetings, and travel

Serve as a trusted gatekeeper and representative of the CEO

Handle confidential and sensitive information with absolute discretion

Assist in managing workflows across multiple businesses

Coordinate with internal teams and leadership

Prepare documents, agendas, and briefing materials as needed

Identify inefficiencies and proactively suggest improvements

Qualification

Calendar managementEmail managementCommunication skillsGoogle WorkspaceTask management systemsDetail-orientedOrganizational skillsEmotional intelligenceProblem-solving