Overview
Executive Assistant Jobs in Miami, FL at Dimond Connect
Title: Executive Assistant
Company: Dimond Connect
Location: Miami, FL
Our client in the personal care industry is hiring an Executive Assistant in Miami!
Position Overview: The Administrative Assistant will provide comprehensive administrative and personal support to the CEO. This dynamic role requires exceptional organizational skills, proactive problem-solving abilities, and a high degree of professionalism and discretion. The candidate will manage a mix of professional and personal responsibilities, enabling the CEO to focus on strategic initiatives. The ideal candidate thrives in a fast-paced environment and demonstrates the ability to anticipate needs, manage multiple priorities, and adapt to evolving challenges.
Key Responsibilities:
Administrative Support:
● Manage complex calendar, including professional and personal schedules, ensuring prioritization of meetings and commitments.
● Arrange and optimize professional and personal travel, including work trips, family vacations, and logistics such as accommodations and transportation.
● Track workflows and follow up proactively on reminders and action items.
● Prepare meeting agendas, document key discussion points, and ensure timely follow-up on action items.
● Conduct in-depth research and compile findings into concise reports or databases for both professional and personal initiatives.
● Assist with finding contacts for partnerships and maintaining a contact blackbook with relevant information.
● Plan and organize business events such as dinners and parties, including guest list management, invitations, and vendor coordination.
● Draft and maintain company policies, SOPs, and professional correspondence.
Operational Support:
● Support the CEO in setting and monitoring team KPIs, ensuring accountability among direct reports.
● Assist with HR operations such as onboarding, payroll, and employee documentation.
● Manage the flow of critical information, ensuring the CEO remains informed and prepared for decisions.
● Provide ad hoc support across various business areas, including sales, business development, HR, and marketing.
Personal Support:
● Coordinate personal calendar management, including medical appointments, family events, and social engagements.
● Handle personal errands such as shopping and managing returns or exchanges.
● Plan and organize personal events such as dinners and parties, including guest list management, invitations, and vendor coordination.
● Organize personal documents such as insurance, legal paperwork, and travel visas.
● Coordinate house management tasks, including grocery runs and household errands as well
Qualifications:
● Bachelor’s degree in Business Administration, Communications, Marketing, or a related field preferred.
● Minimum of 3 years’ experience in a similar role supporting senior-level executives.
● Proficiency in G Suite, Slack, Dropbox and Notion.
● Excellent organizational and time management skills with the ability to manage multiple priorities and deadlines.
● Strong written and verbal communication skills.
● High level of professionalism, integrity, and discretion in handling confidential information.
● Proactive, resourceful, and detail-oriented with strong problem-solving abilities.
● Experience in a fast-paced, dynamic environment, capable of navigating ambiguity.
● Capability to build and maintain relationships with a diverse range of stakeholders.
Additional Requirements:
● Flexibility to handle both business and personal tasks seamlessly.
● Proven ability to adapt to changing priorities and demands while maintaining efficiency and effectiveness.
● Willingness to manage both professional and personal errands and travel arrangements.
