Remote Executive Assistant

We are looking for an experienced Executive / Personal Assistant to provide high-level administrative and personal support in Miami Beach, Florida. This long-term contract to hire position is ideal for someone who is highly organized, proactive, discreet, and comfortable managing both professional and personal responsibilities in a fast-paced environment.

Although this position will be primarily remote, the candidate must be based in Miami. The first approximately 2 to 2.5 weeks of training will be conducted in person, with occasional in-person support potentially required thereafter.

Responsibilities

• Manage complex executive calendars, schedule appointments, coordinate meetings, and resolve scheduling conflicts.
• Coordinate domestic and international travel, including flights, hotels, transportation, reservations, and detailed itineraries.
• Prepare meeting agendas, presentations, correspondence, reports, and other executive-level materials.
• Coordinate virtual and in-person meetings, conference calls, events, and related logistics.
• Maintain confidential files, records, documents, and sensitive personal or business information with discretion.
• Track deadlines, follow up on action items, and communicate with internal and external contacts to keep priorities moving forward.
• Prepare expense reports, reimbursements, invoices, and other administrative financial documentation.
• Assist with personal scheduling, appointments, reservations, and household-related coordination as needed.
• Help coordinate personal travel, family plans, events, and special occasions.
• Make restaurant reservations, schedule personal appointments, and assist with errands or time-sensitive personal requests.
• Coordinate with vendors, service providers, household contacts, and other third parties on the executive’s behalf.
• Manage incoming calls, emails, correspondence, and requests, helping prioritize items that require immediate attention.
• Assist with research, purchasing, gift coordination, returns, deliveries, and other personal projects.
• Maintain organized records of important personal and professional information.
• Anticipate needs, handle last-minute changes, and help ensure both business and personal schedules run smoothly.

• 4+ years of recent experience supporting executives in an Executive Assistant, Personal Assistant, or similar high-level administrative role.
• Experience arranging domestic and international travel and preparing detailed itineraries.
• Comfortable handling both business and personal assistant responsibilities.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently, anticipate needs, and take initiative without constant direction.
• High level of professionalism, discretion, and confidentiality when handling sensitive information.
• Comfortable communicating with senior executives, clients, vendors, and personal contacts.
• Ability to manage multiple priorities and respond calmly to last-minute changes or urgent requests.
• Proficiency with Microsoft Office, Outlook, and virtual meeting platforms.
• Flexible and responsive when occasional after-hours or weekend support is needed.