Executive Assistant

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support our executive team and ensure seamless daily operations. This individual will play a key role in managing communication, coordinating meetings, and supporting both professional and personal scheduling. You’ll be the go-to person for ensuring priorities stay on track and communication flows efficiently across the team.

Key Responsibilities

- Manage and organize incoming and outgoing email communications

- Monitor and manage tasks inside Podio (task management system)

- Coordinate internal and external meetings, including calendar scheduling and reminders

- Schedule and confirm appointments across multiple time zones

- Handle personal errands and administrative tasks as needed

- Follow up on delegated tasks to ensure completion

- Organize files, documents, and workflows to improve operational efficiency

- Prepare agendas, summaries, and action items for meetings

- Support travel planning and logistics

Requirements

- 3+ years of experience as an Executive Assistant or similar administrative role

- Strong command of written and verbal communication

- Highly organized, self-motivated, and detail-oriented

- Proficient in G Suite (Gmail, Calendar, Drive), and experience using Podio or similar CRMs/project management tools is a plus

- Ability to prioritize tasks and work under pressure in a fast-paced environment

- Discretion and confidentiality are a must

Preferred Qualities

- Bilingual in English and Spanish (strong plus)

- Familiarity with construction or manufacturing environments

- Experience coordinating with multiple departments or executives

- Strong follow-through and ability to take initiative

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

- Health insurance

- Paid time off

Ability to Commute:

- Miami, FL 33147 (Preferred)

Ability to Relocate:

- Miami, FL 33147: Relocate before starting work (Preferred)

Work Location: In person