Executive/Personal Assistant

What You Will Do

Exciting opportunity to support a strong private equity firm headquartered in Miami. This remote contract role will support the CEO of an established and growing battery energy storage company.

Core Responsibilities

• Provide personal and administrative support to the CEO in a variety of capacities, including telephone coverage, photocopying, mail handling, monitoring/responding to email, file maintenance, and assist with completion of specially assigned projects.
• Book and manage CEO’s travel arrangements, maintain heavy travel schedule
• Build comprehensive travel packets with trip-specific details including meeting schedules, contact information, restaurant reservations, backup transportation options, and time zone calculations
• Proactively monitor weather, flight delays, and geopolitical developments, adjusting travel
• Negotiate preferred rates with hotels, car services, and travel vendors, achieving cost savings while maintaining executive comfort and productivity standards
• Plans in real-time and communicating changes to all stakeholders
• Extensive meeting coordination and tracking. Coordination includes calendars, reserving conference rooms, ordering catering, complex conference calls and video calls as needed.
• Prepare various communications such as memoranda and paperwork. Obtain and handle confidential information. Draft and edit emails/memos for distribution for CEO.
• Coordinate public appearances, conferences, podcasts, interviews etc.
• Must be professional and courteous with all internal and external visitors.
• Comfortable working at a fast pace, in a proactive manner. Anticipate logistical issues on behalf of the CEO.
• Provide responsive after-hours and weekend support for urgent matters, travel disruptions, and time-sensitive executive needs with 30-minute response time commitment
• Maintain after hours availability during critical business periods including board meetings, acquisitions, fundraising, and international travel, troubleshooting issues across time zones
• Coordinate emergency meeting scheduling, crisis communications, and rapid response logistics during unexpected business developments
• Manage personal bill payment, credit card expense tracking and work expense submissions ensuring timely payment and accurate record-keeping
• Manage various account credentials, memberships, and subscriptions
• Calendar and track medical appointments, prescriptions, wellness providers
• Plan and manage events including dinners, employee events, holiday parties, all team offsites, volunteering events, coordinating with event planners, caterers, venues, and entertainment providers ensuring seamless execution
• Manage RSVPs, guest lists, seating arrangements, and dietary restrictions for social functions

Who You Are

• Bachelor’s degree highly preferred
• 10+ years of executive support experience
• Excellent communication skills
• Responsive and proactive taking initiative without requiring explicit direction
• Thrives in fast-paced, high-energy environment with constantly shifting priorities and last-minute changes
• Demonstrates exceptional discretion, emotional intelligence, and ability to navigate complex interpersonal dynamics
• Maintains meticulous attention to detail while managing multiple concurrent high-priority initiatives
• Adapts seamlessly to executive's communication style, energy level, and decision-making preferences

Must have work authorization to work in the United States