Executive Assistant- Miami, FL
The Calendar Group, Miami, FL, United States
Executive Assistant
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
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