Executive Assistant

Our client, a wealth management firm, is seeking an Executive Assistant to join its team in Brickell. This individual will play a key role in supporting multiple executives through complex calendar management, meeting coordination, travel planning, and day-to-day administrative support.

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The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced environment where priorities can shift quickly. This person will build strong relationships across internal teams and with external partners while exercising excellent judgment, discretion, and confidentiality.

Key Responsibilities:‍

• Manage complex calendars for multiple executives, including scheduling meetings, resolving conflicts, and prioritizing internal and external commitments.
• Work collaboratively with the broader administrative team, providing backup coverage and support across calendars and daily projects.
• Own day-to-day administrative responsibilities, including time entry, mailings, and expense reports.
• Coordinate conference rooms, video and conference details, IT support, security badges, and other meeting logistics.
• Build and maintain strong relationships across internal teams, client counterparts, and external vendors.
• Coordinate travel arrangements and associated travel and expense reporting.
• Edit, format, and prepare presentations and meeting materials while ensuring proper distribution and confidentiality.
• Maintain filing systems and facilitate the secure flow of sensitive and confidential information.
• Organize team-building events and employee engagement opportunities.
• Field inquiries, route requests to appropriate team members, and ensure timely responses to urgent matters.
• Assist with ad hoc projects, errands, and requests as needed.
  

Ideal Candidate:‍

• 3–4+ years of administrative experience supporting multiple individuals, with frequent interaction with C-level executives.
• Excellent organization and time-management skills with strong attention to detail.
• Demonstrated judgment, discretion, and ability to protect confidential and proprietary information.
• Positive, collaborative, and highly responsive approach.
• Assertive yet flexible personality with the ability to adapt to changing priorities.
• Comfortable interacting with senior leaders at all levels in a fast-paced environment.
• Ability to simultaneously manage multiple projects and prioritize effectively with a strong sense of urgency.
• Strong emotional intelligence and excellent communication skills.
• Bachelor’s degree preferred.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Vision

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Please submit your resume for consideration!