administrative assistant

office manager/executive assistant Jobs in Miami

office manager/executive assistant

accounting administrative assistant Jobs in Miami

accounting administrative assistant

administrative assistant - sales Jobs in Miami

administrative assistant - sales

administrative assistant, executive Jobs in Miami

administrative assistant, executive

executive staff assistant

Kaseya

<div><div>Kaseya&reg; is the leading provider of complete IT infrastructure and security management solutions for Managed Service Providers (MSPs) and internal IT organizations worldwide powered by AI. Kaseya's best-in-breed technologies allow organizations to efficiently manage and secure IT to drive sustained business success. Kaseya has achieved sustained, strong double-digit growth over the past several years and is backed by Insight Venture Partners www.insightpartners.com), a leading global private equity firm investing in high-growth technology and software companies that drive transformative change in the industries they serve.

Founded in 2000, Kaseya currently serves customers in over 20 countries across a wide variety of industries and manages over 15 million endpoints worldwide. To learn more about our company and our award-winning solutions, go to www.Kaseya.com and for more information on Kaseya's culture.

Kaseya is not your typical company. We are not afraid to tell you exactly who we are and our expectations. The thousands of people that succeed at Kaseya are prepared to go above and beyond for the betterment of our customers.</div>
Job Title: Senior Executive Assistant

Location: Miami, FL 


Position Summary

We are seeking a seasoned Senior Executive Assistant to support the CEO within the Chief of Staff Office. This role operates at the core of executive leadership and partners closely with the Chief of Staff to ensure the CEO's time, focus, and priorities are optimized in a fast-paced, high-growth environment.

The ideal candidate is a trusted partner with exceptional judgment, capable of anticipating needs, managing complexity, and driving alignment at the highest levels of the organization. 


Key Responsibilities
<ul>
<li>Manage the CEO's complex calendar, travel, and meeting logistics with strong judgment and foresight</li>
</ul><ul><li>Partner closely with the Chief of Staff to align priorities and ensure focus on highest-impact initiatives</li>
</ul><ul><li>Serve as a gatekeeper and trusted liaison across senior leaders and key stakeholders</li>
</ul><ul><li>Support executive communications, materials, and follow-ups to drive clarity and execution</li>
</ul><ul><li>Provide strategic leverage by synthesizing information, flagging risks, and supporting cross-functional initiatives</li></ul> 


Required Qualifications
<ul>
<li>8&ndash;12+ years of experience supporting C-level executives in dynamic, high-growth environments</li>
</ul><ul><li>Prior experience working with a Chief of Staff or executive office strongly preferred</li>
</ul><ul><li>Exceptional judgment, discretion, and ability to operate with minimal direction</li>
</ul><ul><li>Strong organizational, communication, and prioritization skills</li>
</ul><ul><li>Business-minded, proactive, and comfortable managing high levels of complexity</li>
</ul><ul><li>Proficient with productivity and collaboration tools (Microsoft Office, Zoom, etc.)</li>
</ul><div>
Join the Kaseya growth rocket ship and see how we are #ChangingLives !

Additional information 
Kaseya provides equal employment opportunity to all employees and applicants without regard to race, religion, age, ancestry, gender, sex, sexual orientation, national origin, citizenship status, physical or mental disability, veteran status, marital status, or any other characteristic protected by applicable law.</div></div>

Sr. Executive Assistant

Trivium Group

<div>
 
 📍 Location: Downtown Miami, FL (On-site / Local Applicants Only) 🕒 Schedule: Monday - Friday, 9:00 AM - 5:00 PM | Full-Time | High-Impact
 
 
 About the Role
 
 
 
 
 We are seeking an exceptional Life Manager / Executive Assistant to support Mina Elias, a high-performing individual, who owns many businesses across multiple industries. The ideal candidate will be his right-hand supporting him in all aspects of his life, including business, personal and travel among other responsibilities, and will support both him and his wife.
 
 
 This is a strong execution and management role, where you will be working with over 90 employees across multiple organizations he owns, handling many different tasks. It is a very dynamic role with incredibly high impact, as you will be helping drive these businesses forward with Mina and improving his life.&nbsp;
 
 
 If you are a high-ownership operator who thrives in solving problems and facing challenges in a fast-paced environment, you will love this role. This position can grow into a Chief of Staff.
 
 
 
 Key Responsibilities
 
 
 
 
 Executive &amp; Business Support
 
 
 
 <ul>
 <li>
 Calendar &amp; Workflow: Manage complex calendars, appointments, and high-level business logistics to maximize productivity.
 </li>
 <li>
 Communication &amp; Triage: Conduct inbox triage and handle sensitive communications with precision.
 </li>
 <li>
 Deal Execution: Handle the sales pipeline and deal execution using HubSpot, PandaDoc, and Docusign.
 </li>
 <li>
 Operational Filter: Track requests from internal teams, ensure Mina reviews key items, and coordinate cross-functional meetings with rigorous follow-ups.
 </li>
 <li>
 Project Management: Lead special projects from ideation to execution, ensuring business entities stay on track.
 </li>
 </ul>
 
 Travel &amp; Logistics Management
 
 
 
 <ul>
 <li>
 Complex Planning: Plan and book high-end, luxury international travel itineraries across multiple time zones.
 </li>
 <li>
 Optimization: Use loyalty programs, concierge bookings, and detailed agendas to optimize every trip.
 </li>
 <li>
 Retreats &amp; Experiences: Manage multi-week personal trips, retreats, and unique travel experiences with prepared contingency plans.
 </li>
 <li>
 Documentation: Prepare detailed travel planning documents, logistics trackers, and international travel requirements.
 </li>
 </ul>
 
 Personal Operations &amp; Household Management
 
 
 
 <ul>
 <li>
 Household Staff: Coordinate household logistics including the house manager, vendors, cleaners, and service providers; manage maintenance schedules.
 </li>
 <li>
 Financials: Manage personal financial transactions and vendor relationships.
 </li>
 <li>
 Lifestyle Coordination: Organize wellness appointments, dining, events, social plans, and grocery/household requests.
 </li>
 <li>
 Partner Liaison: Work closely with Mina's partner to ensure all personal priorities are addressed seamlessly.
 </li>
 </ul>
 
 Systems &amp; Innovation
 
 
 
 <ul>
 <li>
 Efficiency Tools: Introduce and refine systems using ClickUp, Slack, and AI tools to increase visibility.
 </li>
 <li>
 Documentation: Build and maintain operational trackers, SOPs, and recurring process documentation.
 </li>
 </ul>
 
 Continuous Improvement
 
 
 
 <ul>
 <li>
 This role is continuously evolving and different things will be required from time to time and over time. The main goal is to buy back Mina's time.
 
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 
 
 <ul>
 <li>
 Experience: 3+ years in a combined Executive Assistant / Personal Assistant / Life Manager role, preferably in a high-growth startup or entrepreneurial environment.
 </li>
 <li>
 Technical Savvy: High AI utilization especially Claude. Expert in GSuite, Slack, CRM platforms, Project management ie ClickUp and Notion and spreadsheets.
 </li>
 <li>
 Logistics Expert: Advanced international travel planning and high-level coordination skills.
 </li>
 <li>
 Local Assets: Must live in Miami, have a valid driver's license, and own a car.
 </li>
 <li>
 Traits: Proactive, solution-oriented, and "thick-skinned." You must be comfortable giving structured feedback and handling rapid task-switching. You need to be a competitor who's hungry and loves to dominate.
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 
 Why This Role (Compensation &amp; Benefits)
 
 
 
 <ul>
 <li>
 Salary: $70,000 - $90,000 per year (with performance-based increases).
 </li>
 <li>
 Health Insurance: Anthem Blue Cross Platinum PPO (0 Deductible).
 </li>
 <li>
 Time Off: 36 PTO days each year.
 </li>
 <li>
 Growth: Direct mentorship and a clear path to grow into a Chief of Staff position.
 </li>
 <li>
 Network: Exposure to high-impact leaders and unique travel opportunities.
 
 
 </li>
 </ul>
 
 Important Notes
 
 
 
 
 This position requires complete discretion and confidentiality. Candidates who succeed here are those who enjoy managing complexity and operating with a high level of ownership in a dynamic, sometimes chaotic environment.
 
</div>

Executive and Personal Assistant

Back to Happiness

**Overview:**We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive administrative support to our executive team. The ideal candidate will be detail-oriented, possess excellent communication skills, and thrive in a fast-paced environment.**Responsibilities:**-Manage employees HR files with private documentation-Enter company information on Google Drive (needs to know how to handle google drive)- Answer email in a professional way- Prepare and edit correspondence, communications, presentations, and other documents- Assist in event planning and coordination- Utilize Adobe PDF for document management and electronic signatures- Maintain phone etiquette while handling calls and inquiries- Manage office phone systems and direct calls appropriately- Support project coordination efforts as needed**Experience:**- Proven experience as an administrative assistant, executive assistant, or in a similar role- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)- Proficiency in Google Suite (Docs, Sheets, etc.)- Strong organizational skills with the ability to prioritize tasks efficiently- Excellent written and verbal communication skills- Familiarity with project coordination processesThis position offers a competitive salary based on experience, opportunities for professional growth within the organization, and a collaborative work environment. If you meet the qualifications outlined above and are ready to take on a dynamic role supporting our executive team, we encourage you to apply.Schedule:<ul><li>4 hour shift</li><li>Morning shift</li><li>Monday to Friday</li></ul>Job Type: Full-timePay: $20.00 - $22.00 per hourWork Location: In person

Executive Administrative Assistant

L2R Consulting

<div>
 
 
 SUMMARY:
 
 
 
 
 
 
 The Senior Executive Assistant serves as a strategic and technology-focused partner to the Owner, responsible for optimizing day-to-day operations through the use of digital tools, systems, and technology. This role goes beyond traditional executive support, requiring a highly organized and tech-forward professional who can streamline workflows, improve organization, and enhance the Owner&rsquo;s ability to operate at a high level.
 
 
 
 
 
 
 RESPONSIBILITIES:
 
 
 <ul>
 <li>
 Manage and prioritize the Owner&rsquo;s calendar, including scheduling meetings, appointments, and travel arrangements.
 </li>
 <li>
 Act as a strategic partner and gatekeeper, ensuring the Owner&rsquo;s time is aligned with key priorities.
 </li>
 <li>
 Coordinate meetings and prepare agendas, materials, and executive-level summaries.
 </li>
 <li>
 Serve as a primary point of contact on behalf of the Owner with internal and external stakeholders.
 </li>
 <li>
 Draft, edit, and manage high-level correspondence, reports, and presentations.
 </li>
 <li>
 Handle sensitive and confidential information with the highest level of discretion.
 </li>
 <li>
 Oversee and optimize the Owner&rsquo;s digital ecosystem, including CRM systems, cloud-based platforms, project tracking tools, and document management systems.
 </li>
 <li>
 Leverage technology, automation, and digital tools to streamline workflows, reduce manual processes, and enhance operational efficiency.
 </li>
 <li>
 Implement and maintain structured digital workflows, ensuring organization, accessibility, and scalability of information.
 </li>
 <li>
 Track key initiatives using digital tools, ensuring deadlines, accountability, and real-time visibility.
 </li>
 <li>
 Develop and maintain dashboards, trackers, and reporting tools to provide insight into priorities, performance, and progress.
 </li>
 <li>
 Organize and maintain digital and physical files, with a strong emphasis on cloud-based organization and version control.
 </li>
 <li>
 Evaluate and introduce new technologies or tools to improve efficiency, communication, and execution.
 </li>
 <li>
 Coordinate with vendors, consultants, and key contacts on behalf of the Owner.
 </li>
 <li>
 Troubleshoot technology, systems, and platform-related issues and coordinate with IT support as needed.
 </li>
 <li>
 Identify opportunities to improve processes, systems, and overall operational efficiency through technology.
 </li>
 <li>
 Support special projects, research initiatives, and strategic priorities as directed by the Owner.
 </li>
 <li>
 Coordinate travel logistics, expense reporting, and administrative tasks as needed to support the Owner.
 </li>
 <li>
 Perform additional duties as assigned.
 </li>
 </ul>
 
 
 
 
 
 QUALIFICATIONS:
 
 
 <ul>
 <li>
 Strong organizational and time management skills with the ability to prioritize at a strategic level.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 High level of professionalism, discretion, and sound judgement.
 </li>
 <li>
 Proactive, detail-oriented, and adaptable in a fast-paced environment.
 </li>
 <li>
 Strong interpersonal skills with the ability to interact on behalf of the owner.
 </li>
 <li>
 Ability to work independently while supporting executive-level demands.
 </li>
 <li>
 Demonstrated ability to improve processes and drive efficiency
 </li>
 </ul>
 
 
 
 
 
 TECHNICAL SKILLS
 
 
 <ul>
 <li>
 Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
 </li>
 <li>
 Strong experience with cloud-based platforms and collaboration tools such as Microsoft Teams, SharePoint, and Google Workspace.
 </li>
 <li>
 Strong overall technology proficiency, including digital file management, shared drives, and cloud-based systems.
 </li>
 <li>
 Comfortable troubleshooting basic IT issues, managing user access, and supporting office technology needs.
 </li>
 <li>
 Experience organizing and maintaining structured digital filing systems and documentation.
 </li>
 <li>
 Highly adaptable and quick to learn new systems, tools, and technologies.
 </li>
 </ul>
 
 
 
 
 
 EDUCATION:
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree preferred, or equivalent combination of education and experience.
 </li>
 <li>
 Minimum of 3+ years of supporting a senior executive, owner, or leadership team.
 </li>
 </ul>
 
 
 
 
 
 LANGUAGE SKILLS:
 
 
 <ul>
 <li>
 Excellent verbal and written communication skills in English and Spanish a must.
 </li>
 </ul>
 
 
</div>

Senior Executive Assistant

Tutta Bella

Executive &amp; Personal Assistant to CEO (Content &amp; Lifestyle Focus)Miami, FL (In-Person)$60,000 &ndash; $65,000 per yearPosition OverviewUnited Food Truck is seeking a highly capable, proactive, and detail-oriented Executive &amp; Personal Assistant to work directly with the CEO.This is not a traditional assistant role.This position is designed for someone who can operate at a high level across business operations, personal management, and the execution of a growing personal brand.The environment is fast-paced, demanding, and performance-driven. This role requires presence, judgment, discretion, and consistent execution.If you are looking for a structured, predictable, low-pressure position, this is not the role.Role Context: Business + Personal BrandThis role integrates three areas:Business operationsPersonal managementPersonal brand executionThe personal brand is not an image project &mdash; it is a business unit.The objective is to position Hector Gonzalez as a reference for individuals who want to build businesses from zero in the United States, using real results &mdash; company, growth, and lifestyle &mdash; as proof.Content is not decorative. It is part of a system:It attractsIt positionsIt builds credibilityIt convertsThe narrative is based on execution:&ldquo;This is what was built from zero. This is the process. If you want something similar, this is the method.&rdquo;Understanding this is essential to perform the role correctly.Key ResponsibilitiesManage the CEO&rsquo;s calendar, schedule, and daily prioritiesCoordinate meetings, travel arrangements, and logisticsHandle email communications and ensure timely follow-upsSupport execution of both business and personal projectsPersonal Management ResponsibilitiesOversee and manage personal finances organization (payments, tracking, due dates, basic control)Manage credit cards, recurring expenses, and financial calendarCoordinate household operations (cleaning, maintenance, supplies, general organization)Handle personal errands, purchases, and lifestyle logisticsEnsure the CEO&rsquo;s personal environment runs smoothly and efficientlyOperational ResponsibilitiesMaintain communication with clients, vendors, and partners in both English and SpanishEnsure structure, organization, and follow-through on all pending tasksAnticipate needs and solve problems without constant supervisionBe available for domestic and international travelContent &amp; Personal Brand ExecutionThis is not a creative or strategy role. It is execution-driven.You are not expected to invent ideas &mdash; you are expected to execute at a high level.Responsibilities include:Coordinating content production (locations, timing, logistics)Ensuring content is captured consistently across business and lifestyle environmentsOrganizing and structuring content (videos, photos, ideas)Supporting content development using tools like ChatGPTExecuting predefined direction with precisionCoordinating with external agencies or vendors when requiredWhat This Role Is NotNot an influencer roleNot a content strategist roleNot a position for improvisationThe structure already exists. The role is to execute it at a high level.RequirementsFluent in English and Spanish (spoken and written)Previous experience in a similar roleStrong organizational and multitasking skillsComfortable with Google Drive and digital toolsComfortable working within the Apple ecosystem (Mac / iPhone)Excellent communication skillsHigh level of discretion and confidentialityStrong problem-solving abilityFlexible schedule aligned with the CEO&rsquo;s agendaAbility to travel internationallyIdeal ProfileStrong professional presenceExcellent personal presentation and image awarenessHigh attention to detail and sense of aestheticsHigh level of execution and disciplineAbility to operate without constant supervisionComfortable in fast-paced environmentsAbility to represent the CEO in professional and social settingsHigh level of discretion, judgment, and reliabilityCommitment &amp; ExpectationThis is not a temporary or transitional role.This position requires consistency, commitment, and alignment with a high-performance environment.There will be pressure, changing priorities, and high expectations.The right person will see this as an opportunity for growth and exposure.The wrong person will feel overwhelmed.Compensation$60,000 &ndash; $65,000 per yearPerformance-based growth opportunitiesFinal NoteThis role is designed for someone who wants to operate at a higher level, not just support from a distance.If you are structured, disciplined, and comfortable executing in a demanding environment, this will be a strong fit.If not, it likely won&rsquo;t.Job Type: Full-timePay: $60,000.00 - $65,000.00 per yearBenefits:<ul><li>Flexible schedule</li></ul>Application Question(s):<ul><li>Understands AI </li></ul>Experience:<ul><li>Personal assistant: 1 year (Preferred)</li></ul>Language:<ul><li>Spanish (Preferred)</li><li>English (Preferred)</li></ul>Location:<ul><li>Miami, FL 33178 (Preferred)</li></ul>Security clearance:<ul><li>Confidential (Preferred)</li></ul>Shift availability:<ul><li>Day Shift (Preferred)</li></ul>Willingness to travel:<ul><li>25% (Preferred)</li></ul>Work Location: In person

Executive Assistant

Mia Casa Homeless Shelter

About the RoleWe are seeking a highly organized, dependable, and proactive Executive Assistant &ndash; Operations Support to serve as the CEO&rsquo;s right hand in overseeing a growing network of programs, including 8 Assisted Living Facilities, 1 Homeless Shelter, and 1 Independent Living Facility.This is a high-trust, high-visibility role responsible for supporting executive coordination while also assisting with multi-site operational oversight, compliance readiness, and performance monitoring.The ideal candidate will act as the eyes and ears of the CEO, ensuring all locations are operating efficiently, meeting expectations, and aligned with organizational standards.Key Responsibilities<ul><li>Manage executive calendar, scheduling, and shifting priorities</li><li>Support day-to-day operations across multiple programs and properties</li><li>Conduct site visits across locations to monitor operations and report findings</li><li>Identify operational gaps, concerns, or risks and communicate directly to leadership</li><li>Represent leadership in meetings and ensure follow-up on action items</li><li>Assist with audits, compliance preparation, and documentation</li><li>Coordinate communication between leadership, site staff, and partners</li><li>Research and gather information for special projects and executive decision-making</li><li>Track tasks, deadlines, and performance across programs</li><li>Provide hands-on support to teams when needed to maintain operational standards</li></ul>Qualifications<ul><li>Strong organizational, communication, and time management skills</li><li>Ability to manage multiple priorities independently in a fast-paced environment</li><li>Professional, discreet, and highly reliable</li><li>Strong problem-solving and critical thinking skills</li><li>Comfortable supporting leadership and working across multiple teams</li><li>Valid driver&rsquo;s license and ability to travel between locations</li></ul>Technical Skills<ul><li>Microsoft Office (Word, Excel, Outlook)</li><li>Google Workspace (Docs, Sheets, Drive, Calendar)</li><li>Ability to quickly learn and adapt to new systems</li></ul>Preferred Experience<ul><li>Executive or administrative support experience in a fast-paced environment</li><li>Experience in assisted living, housing programs, shelters, or healthcare settings</li><li>Familiarity with multi-site operations, compliance, or program coordination</li><li>Experience with HMIS or similar systems (a plus)</li></ul>Why This Role MattersThis position plays a critical role in supporting leadership and ensuring that multiple facilities operate at a high standard. You will have direct exposure to executive decision-making and the opportunity to make a measurable impact across programs serving vulnerable populations.Pay: $56,000.00 - $60,000.00 per yearBenefits:<ul><li>Health insurance</li><li>Paid time off</li></ul>Work Location: In person

Executive Assistant – Operations Support (Multi-Site Oversight)

Upshop

<div>Office Manager/Executive Assistant to CEO

Location: Miami, FL (Full-time, in-office) 
Role Type: Full-Time 


About Upshop

Upshop powers smarter store operations for retailers by combining data, AI, and execution workflows across fresh, center store, and inventory management. Our platform enables retailers to reduce waste, optimize inventory, and improve profitability at scale. 


Role Overview

Upshop is seeking a highly effective Executive Assistant to support the CEO and oversee day-to-day operations of our Miami office.

This role requires sound judgment, strong prioritization skills, and the ability to operate with discretion in a fast-paced environment. The Executive Assistant will serve as a key partner to the CEO&mdash;optimizing time, driving follow-through, and ensuring seamless coordination across internal and external stakeholders&mdash;while also maintaining a high-functioning office environment for a growing team. 


Key Responsibilities

Executive Support
<ul>
<li>Manage and prioritize the CEO's calendar, ensuring alignment with business priorities</li>
</ul><ul><li>Coordinate travel, logistics, and meeting preparation</li>
</ul><ul><li>Prepare materials for leadership, board, and external meetings</li>
</ul><ul><li>Track and drive follow-up on key action items and initiatives</li>
</ul><ul><li>Serve as a point of coordination across stakeholders while maintaining strict confidentiality</li></ul> 


Office Operations
<ul>
<li>Oversee daily operations of the Miami office (~40 employees)</li>
</ul><ul><li>Manage vendors, facilities, and office services</li>
</ul><ul><li>Ensure a professional, efficient, and well-maintained work environment</li>
</ul><ul><li>Coordinate onsite meetings, events, and leadership visits</li>
</ul><ul><li>Support onboarding and in-office employee experience in partnership with HR</li>
</ul><ul><li>Manage office-related budgets and expenses</li></ul> 


Qualifications
<ul>
<li>5+ years of experience supporting senior executives, preferably at the CEO level</li>
</ul><ul><li>Strong organizational, prioritization, and problem-solving skills</li>
</ul><ul><li>High level of professionalism, discretion, and attention to detail</li>
</ul><ul><li>Ability to operate independently and manage multiple priorities</li>
</ul><ul><li>Excellent communication and stakeholder management capabilities</li></ul> 


Preferred Experience
<ul>
<li>Experience in a high-growth SaaS or technology environment</li>
</ul><ul><li>Prior responsibility for office operations or workplace management</li></ul> 


What Success Looks Like
<ul>
<li>CEO time is optimized and aligned to highest priorities</li>
</ul><ul><li>Strong execution and follow-through across key initiatives</li>
</ul><ul><li>Miami office operates efficiently with minimal disruption</li>
</ul><ul><li>Employees and visitors experience a well-run, professional environment</li></ul> 


Why Join Upshop
<ul>
<li>Direct exposure to executive leadership</li>
</ul><ul><li>High-impact role with broad organizational visibility</li>
</ul><ul><li>Opportunity to help shape a growing office and team</li></ul></div>

Office Manager/Executive Assistant

Explore 216+ Executive staff assistant in Miami this April. Find roles across top companies and apply now to boost your career.