Our client is seeking a polished and highly organized Executive Assistant to support the Founder/CEO of an ultra-luxury real estate development, brokerage, and capital placement firm, and its family office affiliate based in Miami. This is a high-touch, client-facing role focused on execution, coordination, and follow-through. The ideal candidate is proactive, detail-oriented, and highly intuitive, with a strong ability to anticipate needs and operate seamlessly in a fast-paced, high-expectation environment. This is a highly execution-focused role centered on CRM, pipeline management, and relationship follow-through.
Key Responsibilities
- Provide high-level administrative and operational support across day-to-day activities
- Own and actively manage the Founder's deal pipeline within CRM (Attio) and AI tools to track pipeline, prioritize opportunities, and ensure all relationships and deals are moving forward.
- Own and drive follow-up priorities, ensuring consistent progression of deals, action items, and relationships.
- Act as a central point of accountability for deal flow, ensuring contracts, offers, market analyses, and key documents are completed and progressing in a timely manner.
- Manage the Founder’s calendar, including scheduling, meeting coordination, and prioritization
- Prepare agendas, briefing materials, and ensure timely follow-through on all deliverables
- Serve as a gatekeeper and liaison to clients, partners, and external stakeholders
- Manage client-facing interactions, ensuring a seamless, high-touch experience.
- Prepare the Founder for meetings with relevant materials, context, and next steps
- Coordinate travel arrangements and itineraries as needed
- Anticipate needs, troubleshoot issues, and manage last-minute changes with efficiency
- Represent the Founder with professionalism in all written and verbal communications
Qualifications
- 5+ years of experience as an Executive Assistant supporting a C-level executive, founder, or UHNW principal
- Experience in real estate, finance, or family office environments preferred
- Highly organized with exceptional attention to detail and strong follow-through
- Demonstrated ability to manage and move forward multiple priorities or transactions simultaneously.
- Polished, professional, and confident in high-touch client-facing environments
- Strong communication skills with excellent judgment and the ability to read a room
- Tech-savvy; proficient with CRM systems and comfortable using AI tools
- Bilingual Spanish preferred, not required
- Must be authorized to work in the U.S.
- Must pass a background check and provide verifiable references
Schedule: Monday through Friday, onsite in Coral Gables. Occasional weekend and after hours are required.
Compensation: $100K-$150K, commensurate with experience
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