Executive Assistant

Executive Assistant / Chief of Staff

GAUI | Doral, FL | Full-Time, In-Person

About the Opportunity

I'm Diego, Head of Brand at Gaui.

I'm looking for an experienced Executive Assistant / Chief of Staff to work directly with me and help bring structure, financial discipline, and operational efficiency to our business.

This person will serve as my right hand, supporting financial administration, aligning team priorities, and managing both my executive calendar and the company's schedule.

We're a team of 10, and I'm looking for someone who is highly organized, financially knowledgeable, discreet, and comfortable taking ownership without constant supervision.

Three Core Responsibilities

1. Financial Management Support

• Manage accounts payable (AP), organize invoices, track vendor payments, and maintain visibility into financial commitments.
• Monitor cash flow, upcoming payments, budgets, and recurring expenses.
• Communicate directly with vendors and suppliers regarding payment schedules, outstanding balances, and financial commitments.
• Prepare financial summaries and coordinate with our fractional CFO and accounting partners.
• Maintain accurate financial records, flag discrepancies, and support expense management.

This role supports financial administration and visibility, while financial strategy and final financial decisions remain with leadership.

2. Chief of Staff / Team Alignment

• Work directly with the Head of Brand to translate business priorities into clear goals, responsibilities, and deadlines.
• Coordinate directly with team members to ensure projects, deliverables, and commitments move forward.
• Lead internal follow-ups, track progress, and maintain accountability across departments.
• Identify operational inefficiencies, anticipate challenges, and help implement practical solutions.
• Support team management, HR administration, payroll coordination, and internal communication.

3. Executive & Company Calendar Management

• Manage the company's internal calendar, important deadlines, and departmental schedules.
• Take ownership of my executive calendar, meetings, appointments, and daily priorities.
• Coordinate meetings, interviews, photo shoots, vendor appointments, and business commitments.
• Prepare meeting agendas, document key decisions, and ensure action items are completed.
• Protect executive time by anticipating scheduling needs and prioritizing what matters most.

Qualifications

• 7+ years of relevant experience supporting founders, executives, or senior business leaders.
• Strong financial administration background, particularly in accounts payable, cash flow tracking, expense management, and vendor coordination.
• Direct experience coordinating teams, managing projects, and holding people accountable.
• Exceptional organizational skills, attention to detail, and ability to manage competing priorities.
• Advanced proficiency in Excel, Google Workspace, and business management tools.
• Strong communication skills, sound judgment, and the ability to operate independently.
• Absolute professionalism, discretion, and confidentiality when handling sensitive company, financial, and personnel information.
• Previous experience supporting founders within direct-to-consumer, e-commerce, or fashion businesses is a strong plus.

1. Advanced Excel & Financial Analysis — Strong command of complex formulas, pivot tables, financial reporting, cash flow tracking, and account reconciliation.

2. Financial & Accounting Systems — Proficiency in QuickBooks, Ramp, or comparable platforms for accounts payable, vendor management, expense reporting, and financial oversight.

3. Project & Workflow Management — Advanced experience with Monday.com, Asana, or similar platforms, including workflow automation, cross-functional coordination, and performance tracking.

4. Executive Productivity & Business Systems — Expert proficiency in Microsoft 365 and Google Workspace, including executive calendar management, reporting, document preparation, and information organization.

5. E-Commerce & Operational Technology — Experience with Shopify, inventory management systems, ERP platforms, and business analytics tools, ideally within a DTC or consumer brand.

Additional qualification: Demonstrated ability to implement systems, improve operational efficiency, build reporting structures, and independently manage complex administrative and financial workflows.

What I'm Looking For

Beyond experience, I'm looking for someone passionate, who genuinely enjoys bringing order to complexity. Someone who understands numbers, knows how to work with people, anticipates problems, and takes pride in making an organization run efficiently. This is not an administrative position. It's a hands-on opportunity to work closely with the Head of Brand, take ownership of important business functions, and contribute directly to the company's execution and development.

Compensation & Schedule

• Salary: $85,000 annually
• Location: Doral, Florida
• Schedule: Monday–Friday, full-time, in-office
• Reporting directly to: Head of Brand/Owner

How to Apply

Beyond LinkedIn. If you feel this role aligns with your experience, strengths, and ambitions, we’d love to hear from you! Please send a brief personal introduction to careers@shopgaui.com.

We’d especially love to hear about your experience supporting executives, managing financial matters, coordinating teams, and working closely with founders. Tell us a little about yourself, what motivates you, and whether you thrive in smaller, fast-moving teams where initiative, ownership, and adaptability truly matter.