Executive Assistant

EXECUTIVE ASSISTANT

Location: Miami, FL

We are recruiting an Executive Assistant on behalf of an investment firm in Miami. This position will support senior leadership, coordinate daily administrative activities, and help keep business operations running smoothly. The ideal candidate is organized, resourceful, and comfortable handling confidential information and shifting priorities.

Key Responsibilities

• Provide administrative support to senior executives, handling sensitive correspondence, documents, and daily requests with discretion.
• Oversee executive calendars, resolve scheduling conflicts, and coordinate meetings involving multiple participants.
• Work with attorneys and other external contacts to arrange document signatures, notarizations, and delivery.
• Prepare expense submissions and assist with reviewing, coding, and processing invoices.
• Organize meeting logistics, assemble supporting materials, and prepare presentations, reports, spreadsheets, and correspondence.
• Handle telephone and electronic communications, directing inquiries appropriately and following up on outstanding requests.
• Arrange business travel, maintain itineraries, and coordinate related reservations.
• Track multiple assignments, anticipate upcoming needs, and follow through to ensure deadlines are met.
• Assist with office supplies, catering, company events, and administrative coverage as needed.

Qualifications & Requirements

• Bachelor’s degree and at least five years of administrative or executive support experience, or an equivalent combination of relevant experience and training.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong familiarity with Apple devices, including Mac computers, iPhones, and iPads.
• Ability to use AI and digital tools to improve efficiency and work quality while independently reviewing results for accuracy.
• Polished written and verbal communication skills, including strong editing and proofreading abilities.
• Experience managing busy calendars and coordinating meetings with complex scheduling requirements.
• Professional interpersonal skills and the ability to communicate effectively with executives, colleagues, and external contacts.
• Strong organizational skills, attention to detail, and accountability for accurate, complete work.
• Dependable follow-through and the ability to balance competing priorities and meet deadlines.
• Practical problem-solving skills and sound judgment when responding to changing needs in a fast-paced environment.
• Ability to work independently with limited direction while contributing effectively to a team.
• Professionalism and discretion when working with sensitive business information.
• Flexibility to provide support outside regular business hours when needed.
• Paralegal certification is a plus.