KTeam · 2 days ago

Executive Assistant

Miami, FL

Full-time

Remote

Senior Level, Lead/Staff

10+ years exp

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Staffing & Recruiting

U.S. Citizen Only

Hiring Manager

Katie Hajec

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Responsibilities

Provide seamless and proactive support to the CEO/Founder, managing complex calendars, prioritizing daily tasks, and ensuring all appointments, meetings, and engagements run smoothly. Impeccable Calendar management is essential.

Assist with both professional and personal tasks, such as managing global travel arrangements, scheduling appointments globally, and overseeing personal errands and appointments, while maintaining the utmost discretion.

Oversee all aspects of CEO’s travel, including flight bookings, accommodations, ground transportation, and ensuring bespoke requests are fulfilled for VIP and high-profile engagements.

Manage the CEO’s participation in exclusive events, conferences, and social engagements, ensuring logistics, communications, and scheduling align with the CEO's objectives. Business cards, gifts for appointments, wardrobe requirements and dress codes are met and coordinated while traveling.

Act as gatekeeper to ensure CEO’s time is not wasted, prioritize responses on CEO’s behalf and remove unnecessary requests where they can be dealt with by other department heads. Ensure professional and timely communication with internal teams, clients, vendors.

Proactively identify and resolve issues, whether related to scheduling, logistics, or client needs. Must be able to think on your feet, identify potential challenges, and act swiftly to resolve them without causing disruption to the CEO’s workflow.

Prepare correspondence, reports, presentations, and other business materials with the highest level of professionalism and attention to detail. Ensure accuracy and confidentiality of sensitive information. Be proficient on all MS office products, Adobe and technically savvy and proactive on all apps.

Maintain absolute discretion and confidentiality regarding all aspects of the CEO’s business and personal life, ensuring that sensitive information is handled appropriately at all times.

Assist with high-level projects as needed, ensuring timelines are adhered to and all moving parts are coordinated seamlessly.

Serve as a point of contact for internal and external stakeholders, maintaining strong relationships with business partners, clients, and key industry figures.

Qualification

Find out how your skills align with this job's requirements. If anything seems off, you can easily click on the tags to select or unselect skills to reflect your actual expertise.

Executive Assistant experienceExpert communication skillsSpanish languageLuxury industry experienceProject management software

Required

Experience: A minimum of 10 years in an Executive Assistant role supporting C-level executives or high-profile individuals.

Expert Communication Skills: Must be a highly skilled communicator, with impeccable written and verbal skills. Ability to write with clarity, professionalism, and precision. Strong command of language in all forms of communication, from formal correspondence to informal conversations. Spanish is needed as a second language.

Attention to Detail: A perfectionist’s approach to work—every detail must be flawless, whether it’s managing the CEO’s calendar or drafting an email.

Resilience: Must have the ability to work well under pressure, deal with high-stress situations, and maintain composure while managing changing priorities. A calm, professional demeanor is essential when handling demanding or urgent tasks and supporting the CEO.

Problem-Solving & Solutions-Oriented: Ability to think critically and independently, offering creative solutions to problems before they arise. Must be comfortable working with minimal supervision and solving issues as they arise.

Discretion & Integrity: Strong ethical standards and the ability to maintain strict confidentiality with all sensitive information related to the CEO’s business and personal affairs.

Tech Savvy: Proficient in Microsoft Office Suite (Excel, Word, PowerPoint), and project management software. Ability to quickly adapt to new technologies or tools.

Flexibility & Availability: Willingness to work flexible hours, including evenings and weekends, to accommodate the CEO’s needs. Ability to be on-call when required.

Preferred

Luxury Industry Experience: Prior experience within the luxury, hospitality, or travel industry is a plus, with a deep understanding of the expectations and nuances of working with high-net-worth individuals.