Executive Assistant

Job Summary
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive team. The ideal candidate will excel in managing schedules, coordinating projects, and handling a variety of office tasks with professionalism and efficiency. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment. Experience in office management, event planning, and bookkeeping is highly desirable to ensure smooth daily operations and effective executive support.

Duties

• Manage and maintain executive calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and events with precision.
• Coordinate complex travel arrangements and prepare detailed itineraries for executives.
• Prepare, proofread, and transcribe documents, reports, and correspondence ensuring accuracy and professionalism.
• Handle incoming calls with excellent phone etiquette on multi-line phone systems; direct inquiries appropriately.
• Organize and maintain filing systems—both electronic and physical—to ensure quick retrieval of information.
• Assist with event planning for company functions, meetings, or special events from inception to execution.
• Perform data entry tasks using various software including QuickBooks for bookkeeping and financial record keeping.
• Support project coordination efforts by tracking deadlines, preparing agendas, and following up on action items.
• Provide office management support including supply procurement, office equipment maintenance, and front desk duties.
• Manage personal assistant responsibilities such as personal scheduling or errands as needed by executives.
• Utilize office software such as Microsoft Office Suite (Word, Excel, PowerPoint) for preparing presentations and reports.
• Conduct proofreading of documents to ensure clarity, accuracy, and consistency across all communications.

Requirements

• Proven experience in an administrative or executive assistant role with strong organizational skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Gmail, Docs, Calendar), and familiarity with DocuSign for electronic signatures.
• Excellent typing speed with high accuracy; strong data entry skills.
• Experience with bookkeeping software such as QuickBooks is preferred.
• Strong project coordination abilities with a focus on detail-oriented execution.
• Exceptional communication skills including phone etiquette and professional correspondence writing.
• Ability to handle multiple tasks simultaneously while maintaining a high level of professionalism.
• Office management experience including filing systems, front desk operations, and clerical support.
• Knowledge of event planning processes from logistics to execution.
• Familiarity with multi-line phone systems and calendar management tools like Microsoft Outlook Calendar.
• Demonstrated ability to proofread documents thoroughly and perform transcription accurately.
• Prior experience supporting executives or high-level professionals is highly desirable. This position offers an engaging opportunity for a dedicated professional eager to support leadership through effective administrative management in a dynamic work environment.

Job Types: Full-time, Part-time, Temporary

Pay: $48,946.73 - $58,946.61 per year

Work Location: Hybrid remote in Miami, FL 33134