Executive & Personal Assistant - Ultra High Net Worth Individual

Estatejobs.Com - Miami, FL

Full-time - Executive

Miami, FL

About the position

Our client, an Ultra High Net Worth Individual, is seeking an Executive & Personal Assistant to join their team in Miami, Florida. This role is pivotal in supporting the chief executive in both personal and professional capacities. The Executive & Personal Assistant will be responsible for orchestrating the executive's schedule, ensuring that all appointments, meetings, and travel plans are meticulously planned and executed. This position requires a high level of discretion, professionalism, and the ability to manage multiple tasks efficiently in a fast-paced environment. In this role, the assistant will collaborate closely with top-tier executives to strategize and prioritize key business moves. They will act as the chief executive's personal timekeeper, ensuring that their time is managed effectively and that they are prepared for all engagements. The assistant will also provide guidance to department heads, offering expert advice to enhance overall team efficiency and productivity. The Executive & Personal Assistant will be responsible for keeping meetings focused and productive, planning and coordinating them effectively. They will set key performance indicators to measure and improve team performance, providing hands-on support to transform ideas into reality and monitor their progress. Additionally, the assistant will act on behalf of the chief executive to answer inquiries and steer strategic business initiatives from inception to completion. This role requires a keen ability to pinpoint and address core issues within business processes, presenting the chief executive and other senior leaders with detailed analyses of company operations. The assistant will evaluate risk factors when making critical business decisions and complete special projects and initiatives with skillful oversight and support. Leading meetings and workshops will also be a key responsibility, requiring meticulous planning and coordination. The assistant will identify areas of improvement across the organization and make actionable recommendations to enhance overall performance.

Responsibilities

• Teaming up with top-tier executives to chalk out and prioritize strategic business moves.
• Being the chief executive's personal timekeeper, orchestrating their schedule and planning essential travels.
• Guiding department heads with expert advice to enhance overall team efficiency.
• Keeping meetings focused and planning and coordinating them effectively.
• Setting key performance indicators to measure and improve team performance.
• Providing hands-on support to transform ideas into reality and monitor their progress.
• Acting on behalf of the chief executives to answer inquiries.
• Steering strategic business initiatives from genesis to fruition.
• Pinpointing and addressing core issues within business processes.
• Presenting the chief executive and other senior leaders with detailed company operations analysis.
• Evaluating risk factors when making critical business decisions.
• Completing special projects and initiatives with skillful oversight and support.
• Leading meetings and workshops with meticulous planning and coordination.
• Identifying areas of improvement across the organization and making actionable recommendations.

Requirements

• Proven experience as an executive assistant or personal assistant, preferably for high-level executives.
• Exceptional organizational and time management skills.
• Strong communication and interpersonal skills.
• Ability to handle sensitive information with discretion and confidentiality.
• Proficiency in office software and technology, including calendar management tools and project management software.
• Strong analytical skills to evaluate business processes and performance metrics.

Nice-to-haves

• Experience working with Ultra High Net Worth Individuals or in a luxury service environment.
• Familiarity with travel planning and logistics for high-profile individuals.
• Ability to work flexible hours as needed to accommodate the executive's schedule.