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Frida · 20 hours ago

Executive and Personal Assistant to the CEO

Miami, FL

Full-time

Hybrid

Senior Level, Lead/Staff

8+ years exp

Frida is a company dedicated to making parenting easier and more manageable. They are seeking an Executive & Personal Assistant to support the CEO by managing her complex calendar, coordinating travel, and facilitating communication across various stakeholders.

BabyFirst AidHealth CareManufacturingMedical Device

Responsibilities

Own and manage the CEO's complex, high-volume calendar with precision and foresight, coordinating business and personal commitments, internal and external meetings, appointments, events, and family logistics

Proactively prepare and manage daily and weekly schedules for the CEO, ensuring all activities are accurately reflected on calendars and clearly communicated to executive, household, and personal support teams

Maintain accurate, real-time trackers for meetings, appointments, priorities, and follow-ups to support efficient decision-making and time management

Coordinate all executive travel in partnership with the travel team, including domestic and international flights, hotels, ground transportation, and detailed logistics

Create comprehensive, polished travel itineraries for the CEO and, as needed, family members or travel companions

Prepare the CEO for meetings by gathering, organizing, and synthesizing materials, presentations, and key information; proactively flag priorities and ensure adequate preparation time

Support the daily office routine by managing materials, printing schedules, organizing the CEO's workspace, preparing meeting rooms, and ensuring all logistical needs are handled seamlessly

Compile, submit, and track expense reports, including timely submission of monthly business reimbursements

Partner cross-functionally with internal teams to ensure alignment, smooth operations, and clear communication across all stakeholders

Serve as a central communication hub, facilitating thoughtful, timely, and consistent communication between business and personal contacts

Manage business contact information, track key relationships, and support ongoing networking and relationship-building efforts

Run related errands as needed and oversee office and supply inventory for both the CEO's home office and Frida offices

Act as a strategic gatekeeper and thought partner to the CEO, anticipating needs, identifying potential conflicts or pressure points, and proactively proposing solutions to protect time, energy, and focus

Manage personal and professional gifting, key dates, and meaningful touchpoints (birthdays, holidays, thank-yous, special occasions), ensuring important moments are handled thoughtfully and seamlessly

Handle additional responsibilities and special projects as needed in support of the CEO and business

Qualification

Executive support experienceCalendar managementMicrosoftGoogle SuitesTravel coordinationCommunication skillsDiscretionTeam collaborationProblem-solvingAttention to detailAdaptability

Required

8-10+ years of related experience, supporting high-level executives in complex and fast-moving environments

Bachelor's Degree

Fantastic can-do attitude with a mindset that no task is too great or too small

Advanced knowledge of Microsoft and Google Suites, iCloud/iCal (Slack and Asana a plus)

Uncanny ability to anticipate needs and plan accordingly

Exceptional communication and decision-making abilities and professionalism; representing themselves professionally at all times

Ability to maintain confidentiality and handle sensitive information with discretion

Collaborative spirit and teamwork

Highly adaptable with the ability to brainstorm and propose solutions for any problems or changes that may arise

Always operate with a calm sense of urgency

Ability to brainstorm and propose solutions for any problem and you own your mistakes when they happen

Organized and highly detail oriented

High energy and sound judgement

Clear presentation of information to enable quick decision making

Getting to 'yes' attitude

Benefits

Robust health benefits including: Comprehensive medical, vision, and dental plans

Employer paid life insurance

Supplemental insurance options including Accident Insurance, Short-Term Disability and Long-Term Disability

FSA & HSA

401k matching up to 4% with immediate vesting.

Generous paid time off program including elective PTO days, federal holidays, sick/wellness days, and a birthday floater.

Flexible paid pregnancy and parental leave.

Weekly wellness programming designed to maximize personal time and minimize time spent investing in personal care outside of work hours. This includes a variety of programming such as in-office manicures & pedicures, blowouts, massages, and carwash services.

Dog friendly office - feel free to bring your best buddy with you to work!

Learning & development opportunities for professional and personal growth

Company-wide events & outings. Team engagement is at the center of our culture. This ranges from small department-specific teambuilding or informal outings to our annual Fam Jam family carnival that celebrates the people in your life who support you in bringing your best self to work each day. We also host an annual Day of Service to support our local Miami community, and provide a variety of volunteer opportunities throughout the year that support our mission to serve parents and children.

Exclusive employee product discounts.