Executive Assistant
Are you an experienced Executive Assistant who thrives in a fast-paced environment and enjoys staying one step ahead, solving problems before they arise, and being the trusted partner who keeps everything running smoothly? Our client, a fast-growing, clean-label protein bar brand with national retail distribution, is seeking a highly organized, resourceful, and trustworthy Executive Assistant to support the Founder & CEO.
This is more than a traditional administrative role. No two days are the same-from managing calendars and coordinating meetings to arranging travel, planning events, and handling time-sensitive business and personal tasks. If you're proactive, adaptable, discreet, and enjoy variety, you'll have the opportunity to make a meaningful impact every day.
This is a full-time position based on-site in Miami, FL at their headquarters. The role requires occasional local errands and travel; standard business hours with flexibility to accommodate occasional early mornings, evenings, or weekend support as business needs arise.
What You'll Do
- Own and proactively manage the CEO's complex calendar, scheduling meetings, resolving conflicts, and ensuring priorities stay on track.
- Coordinate meetings from start to finish, including scheduling across time zones, preparing agendas, confirming logistics, and keeping the CEO informed and prepared.
- Draft, edit, and manage executive correspondence while helping prioritize and triage the CEO's inbox.
- Serve as the primary point of contact for internal and external requests, communicating professionally with executives, board members, partners, vendors, and team members.
- Coordinate business and personal travel arrangements, including flights, hotels, itineraries, transportation, and travel logistics.
- Assist with administrative financial tasks such as bill payments, expense tracking, receipt management, bank deposits, and maintaining organized records in partnership with the Finance team.
- Help keep the Miami headquarters operating efficiently by coordinating office supplies, vendors, guests, meetings, shipping, and day-to-day office logistics.
- Plan and coordinate team lunches, off-site meetings, company events, and other special projects.
- Provide support for in-office content creation by helping coordinate schedules, logistics, and production needs.
- Handle shipping, mailing, and other operational tasks to ensure the office runs smoothly.
- Provide personal assistance to the CEO, including running errands, coordinating appointments, mailing packages, and handling occasional personal logistics such as taking the CEO's vehicle in for service.
- Anticipate needs, identify potential issues before they arise, and take ownership of finding solutions with minimal direction.
- Maintain the highest level of discretion and professionalism while handling confidential business and personal information.
What We're Looking For
- Three or more years of experience supporting a Founder, CEO, or senior executive in a fast-paced or high-growth environment.
- Exceptional organizational and time management skills with the ability to juggle multiple priorities.
- A proactive, resourceful mindset-you identify solutions before problems escalate.
- Outstanding communication skills with a high level of professionalism and discretion.
- Comfortable shifting between executive-level responsibilities and hands-on tasks as business needs change.
- Experience with Google Workspace and/or Microsoft Office.
- Valid driver's license and reliable transportation for local business-related errands.
Nice to Have
- Experience supporting content creation, filming, or social media production.
- Familiarity with basic bookkeeping, expense management, or travel-booking tools.
- Experience coordinating vendors, events, or team logistics.
Why You'll Love This Opportunity
- A front-row seat to a high-growth consumer brand and direct partnership with the Founder & CEO.
- A dynamic, no-two-days-alike role with real ownership and impact.
- A collaborative, ambitious team that moves fast and celebrates wins.