Job Description

Job Description

JRN: 2350

We are seeking an Executive/Personal Assistant to provide high-level administrative, operational, and personal support to the Chief of Staff and CEO of a confidential family office in Miami Beach, FL.

This is a temp-to-hire position, and the client is looking to hire immediately.

The ideal candidate demonstrates exceptional discretion, judgment, and flexibility, with the ability to anticipate needs across business, estate, and personal matters. You thrive in a fast-paced environment, embrace a “no task is too big or too small” mindset, and treat the organization and properties as if they were your own.

Responsibilities

Administrative Support

• Provide direct administrative and personal support to the CEO and Chief of Staff.
• Manage all inbound and outbound communications, including email, phone calls, mail, couriers, and deliveries.
• Prepare meeting materials, conduct research, and present findings ahead of meetings.
• Maintain and manage complex calendars for the CEO.
• Schedule and confirm business and personal appointments, meetings, and reservations.
• Arrange worldwide business and personal travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Coordinate transportation between airports, hotels, board meetings, residences, and private events.
• Draft travel itineraries for review by the Chief of Staff prior to final approval.

Vendor, Estate, and Property Coordination

• Serve as a primary point of contact for vendors and contractors under the direction of the Chief of Staff.
• Schedule and oversee routine maintenance, repairs, and service appointments for offices and estates.
• Provide vendors access to offices and properties and monitor progress through completion.
• Track vendor updates, timelines, and deliverables and report status clearly to the Chief of Staff.
• Ensure all vendor invoices, proposals, and contracts are submitted to the Chief of Staff for review prior to CEO approval.

Office, Property, and Asset Organization

• Assist with organization and upkeep of offices, estates, aircraft, staff quarters, and storage areas.
• Coordinate stocking of household, office, and personal supplies as needed.
• Support event coordination at offices and properties in collaboration with chefs, housekeepers, and other staff.
• Maintain orderly, well-documented professional and personal filing systems, both digital and physical.

Qualifications

• Exceptional organizational and project management skills.
• Excellent interpersonal and communication skills; comfortable interacting with high-level executives, board members, vendors, and staff.
• Tech-savvy, with strong proficiency in Microsoft Office Suite, particularly Outlook.
• Self-starter with strong judgment and an ownership mentality.
• Ability to manage confidential information with discretion and professionalism.
• Flexible schedule with a 24/7 availability mindset for urgent matters.
• Valid driver’s license.
• Outstanding references from current and prior employers.
• Bachelor’s degree from an accredited college or university preferred.

Location: Miami Beach, FL (fully on-site).

Compensation: competitive salary, excellent benefits, PTO, and a discretionary bonus.

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