You are working with a busy executive CEO who manages a holding company. You have a strong sense of business knowledge and can tag team efforts on hiring, attacking the largest problems at the portfolio companies with me, alleviating small nitty task that take up too much time. Your best response to a lot of problems is " I got this"
Role Description
The Executive Assistant to the Chief Executive Officer is a part‑time, hybrid role based in Miami, FL, with a combination of on‑site and work‑from‑home responsibilities. This role manages the CEO’s calendar and schedule, coordinates meetings, prepares agendas and follow‑up actions, and handles travel arrangements and expense reports. The Executive Assistant organizes and maintains executive files, drafts and reviews correspondence, and supports the CEO in preparing presentations, reports, and meeting materials. Day‑to‑day tasks include prioritizing incoming requests, managing confidential information, liaising with internal and external stakeholders, and ensuring the CEO’s time is used efficiently. The role also involves general administrative support to facilitate smooth operations and clear communication across the organization.
Qualifications
- You have experience in Private Equity and working in fast growing companies.
Responsibilities
Manage and organize my calendar, priorities, meetings, follow‑ups, and deadlines.
- Build and maintain a clear operating dashboard or flow chart of everything I’m working on.
- Track projects across my businesses, including SP Ventures and current build initiatives.
- Help coordinate personal operations, including documents, filings, compliance items, mortgages, vehicles, appointments, and household/admin matters.
- Prepare summaries, task lists, briefing notes, and follow‑up reminders.
- Keep vendors, partners, attorneys, accountants, lenders, operators, and other contacts organized.
- Help turn scattered ideas, voice notes, conversations, and messages into clear action items.
- Maintain files, folders, documents, and records in an organized system.
- Follow up on outstanding items without needing constant reminders.
- Protect my time by helping prioritize what needs attention now vs. later.
- Assist with business operations, investor/admin materials, research, scheduling, and coordination as needed.
What Success Looks Like
- I always know what needs my attention and what is already handled.
- Projects are organized into clear categories, owners, next steps, and deadlines.
- Important personal and business admin items are tracked before they become urgent.
- Meetings are prepared for, followed up on, and converted into action.
- My life feels less scattered and more structured.
- You become a trusted operator who can take things off my plate, not just remind me about them.
Ideal Candidate
- Extremely organized and detail‑oriented.
- Proactive, resourceful, and comfortable taking initiative.
- Strong written communication skills.
- Comfortable managing both business and personal tasks with discretion.
- Able to handle confidential information professionally.
- Good at turning ambiguity into structure.
- Persistent with follow‑ups and deadline tracking.
- Comfortable working with tools like Google Drive, Slack, email, calendars, spreadsheets, task managers, and AI tools.
- Calm under pressure and able to manage many moving parts at once.