Personal/Executive Assistant to Physician

Personal/Executive Assistant to high profile doctor from Brazil. Located in Aventura, Florida.

We are seeking a highly organized and proactive Executive Assistant to provide direct support to a busy physician in a fast-paced environment. This is a high-visibility role for someone who can manage both personal and business-related scheduling needs, serve as a true right hand, and help keep the doctor on track throughout the day.

The ideal candidate is tactful, detail-oriented, and able to communicate confidently with people at all levels, including physicians, executives, and investors. This person will act as a strong day-to-day partner by managing the doctor’s minute-to-minute schedule, anticipating conflicts, adjusting plans in real time, and helping ensure priorities and deadlines are not missed.

Bilingual English/Portuguese is strongly preferred due to the nature of communication needs.

Ability to travel internationally, including to the Bahamas and other Caribbean locations, as needed. The physician is expanding operations and frequently travels for business.

Key Responsibilities

• Manage the doctor’s daily calendar with close attention to timing, priorities, and changes throughout the day
• Coordinate, confirm, reschedule, and follow up on meetings and appointments
• Monitor scheduling flow in real time and proactively communicate with parties when delays or changes arise
• Serve as a day-to-day shadow to the doctor, helping guide movement, timing, and transitions throughout the day
• Keep the doctor organized, prepared, and on track for meetings, deadlines, presentations, and speaking engagements
• Follow up persistently and professionally on outstanding action items
• Help prevent important deliverables from falling through the cracks
• Communicate effectively with internal and external stakeholders, including physicians, executives, and investors
• Provide a blend of business and personal administrative support as needed
• Problem-solve quickly and calmly in a fast-moving environment
• Maintain professionalism, discretion, and good judgment at all times

Qualifications

• Previous experience in an Executive Assistant, Personal Assistant, or high-level administrative support role is preferred
• Strong organizational and time management skills
• Ability to think ahead, anticipate needs, and respond quickly to schedule changes
• Excellent interpersonal and communication skills
• Professional, polished, and diplomatic presence
• Strong follow-through and comfort holding a busy executive accountable
• Ability to work with urgency while remaining composed
• Comfortable interacting with high-level professionals and personalities
• Bilingual English/Portuguese highly preferred
• Background or interest in medical/healthcare settings is a plus

Ideal Candidate

• Naturally organized and highly detail-oriented
• Assertive in a respectful way
• Able to build rapport with different personalities
• Calm under pressure
• Resourceful and solution-oriented

Understands how to keep a very busy person moving efficiently and on time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Application Question(s):

• How many years of experience do you have in a Personal Assistant, Executive Assistant, or similar high-level support role?

Experience:

• Doctor Assistant: 1 year (Preferred)

Language:

• Portuguese (Preferred)

Work Location: In person