Executive Assistant
OUTFORM, Miami, FL, United States
Executive Assistant
The Executive Assistant will manage complex calendars, coordinate high-visibility initiatives, and serve as a trusted partner to senior leadership. This role will also play a key role in internal communications, cross-functional coordination, and company culture initiatives. The Executive Assistant will provide strategic and operational support to our CEO and Executive Leadership Team (ELT). This role is designed for a polished professional who thrives in a fast-paced environment, anticipates needs before they arise, and brings exceptional judgment, discretion, and organizational excellence to every interaction.
CEO Support
Manage and coordinate the CEO's complex calendar, ensuring alignment with priorities and strategic objectives
Book, coordinate, and troubleshoot domestic and international travel arrangements
Prepare, submit, and track CEO expense reports
Draft, edit, and format documents, spreadsheets, and presentations in Word, Excel, and PowerPoint
Prepare reports and presentations with accuracy and professionalism
Prepare and refine slide decks for ELT and SLT meetings
Lead and support project management initiatives as assigned by the CEO
Administer office space assignments and seating plans for the Miami office
Coordinate vendors needed for facility upkeep and improvements
Coordinate company holiday parties, leadership events, and special gatherings
Organize Board of Directors meetings, maintain the Board calendar, and support Board-related logistics
Approve vacation requests, travel requests, and expense reports on behalf of the CEO
Participate in and contribute to the Miami site Health & Safety Committee
ELT (Executive Leadership Team) Support
Coordinate ELT meetings, offsites, and strategic planning sessions
Manage SLT meeting calendars and scheduling needs
Maintain the ELT group calendar and oversee team-wide activities and commitments
Provide administrative support for department offsites, including Commercial Summit, Operations Summit, and other leadership gatherings
Provide occasional travel support for ELT members as needed
Internal Communications
Distribute company-wide communications, including "all hands" emails, Outform Insider videos, and CEO/ELT announcements
Draft internal memos, announcements, and communication materials to support CEO and ELT messaging
Support ELT and HR functions with internal communication regarding culture initiatives
Ensure clarity, consistency, and professionalism in all internal communications
Additional Responsibilities
Serve as backup to the Miami Receptionist as needed
Act as an escalation point for administrative support matters, providing guidance to the Administrative Assistant in the Miami office
Required Qualifications
Bachelor's Degree required
5+ years of executive support experience, with at least 3 years supporting C-suite leaders
Exceptional organizational skills with the ability to manage multiple priorities under tight deadlines
Strong written and verbal communication skills; able to draft polished, executive-level communications
High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Proven ability to handle confidential information with discretion and professionalism
Strong project management skills and comfort working cross-functionally
A proactive, resourceful, and solutions-oriented mindset
Ability to work onsite in Miami and support occasional after-hours or urgent needs
Essential Functions
Working conditions are in a normal office environment.
While performing the duties of this job, the employee is regularly required to walk; sit and stand; using the hands to handle, finger, or feel objects, tools, or controls
Occasionally, the employee must crouch or kneel
The employee must occasionally exert or lift up to 20 pounds
Successful performance requires good eyesight with or without corrective lenses
Requires long periods of time working at a computer and includes phone work
Some travel may be required for special company events (for example in Union City CA or Chicago)
Characteristics
Excellent communication, problem-solving and stakeholder management skillsets
Strategic and innovative thinker, excelling with a high degree of autonomy in entrepreneurial environments
Great communicator who can distill powerful messages that resonate with clients
Proactive and able to command respect through intelligence, hard work, and persistence
Problem-solver, with a consistent track record of flawless project execution
Personal passion and fervor for utilizing enabling technologies
Strong organizational skills, and the ability to adhere to deadlines
Strong interpersonal skills, with the ability to drive decision-making
Continuous and thoughtful listener, able to learn from clients and leverage input
Strong personal work ethic focused on high priority issues; action and results oriented
Outform Group is an equal opportunity employer. Outform Group makes employment decisions and provides equal employment opportunity without regard to an applicant's or employee's race, sex, color, age, religion, national origin, disability, sexual orientation, gender identity, marital status, military or veteran status, or any other basis protected by federal, state, and local laws. If you need a reasonable accommodation in the application or hiring process, please notify the Outform Group Human Resources department.
Outform Group, Inc. offers a competitive and comprehensive benefits package to include medical, dental, vision, life insurance, short-term disability, long-term disability, 401(k) and matching contributions, HSA and FSA, leave programs, paid time off including holidays, and we continually review to align and update our benefit offerings
The Executive Assistant will manage complex calendars, coordinate high-visibility initiatives, and serve as a trusted partner to senior leadership. This role will also play a key role in internal communications, cross-functional coordination, and company culture initiatives. The Executive Assistant will provide strategic and operational support to our CEO and Executive Leadership Team (ELT). This role is designed for a polished professional who thrives in a fast-paced environment, anticipates needs before they arise, and brings exceptional judgment, discretion, and organizational excellence to every interaction.
CEO Support
Manage and coordinate the CEO's complex calendar, ensuring alignment with priorities and strategic objectives
Book, coordinate, and troubleshoot domestic and international travel arrangements
Prepare, submit, and track CEO expense reports
Draft, edit, and format documents, spreadsheets, and presentations in Word, Excel, and PowerPoint
Prepare reports and presentations with accuracy and professionalism
Prepare and refine slide decks for ELT and SLT meetings
Lead and support project management initiatives as assigned by the CEO
Administer office space assignments and seating plans for the Miami office
Coordinate vendors needed for facility upkeep and improvements
Coordinate company holiday parties, leadership events, and special gatherings
Organize Board of Directors meetings, maintain the Board calendar, and support Board-related logistics
Approve vacation requests, travel requests, and expense reports on behalf of the CEO
Participate in and contribute to the Miami site Health & Safety Committee
ELT (Executive Leadership Team) Support
Coordinate ELT meetings, offsites, and strategic planning sessions
Manage SLT meeting calendars and scheduling needs
Maintain the ELT group calendar and oversee team-wide activities and commitments
Provide administrative support for department offsites, including Commercial Summit, Operations Summit, and other leadership gatherings
Provide occasional travel support for ELT members as needed
Internal Communications
Distribute company-wide communications, including "all hands" emails, Outform Insider videos, and CEO/ELT announcements
Draft internal memos, announcements, and communication materials to support CEO and ELT messaging
Support ELT and HR functions with internal communication regarding culture initiatives
Ensure clarity, consistency, and professionalism in all internal communications
Additional Responsibilities
Serve as backup to the Miami Receptionist as needed
Act as an escalation point for administrative support matters, providing guidance to the Administrative Assistant in the Miami office
Required Qualifications
Bachelor's Degree required
5+ years of executive support experience, with at least 3 years supporting C-suite leaders
Exceptional organizational skills with the ability to manage multiple priorities under tight deadlines
Strong written and verbal communication skills; able to draft polished, executive-level communications
High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Proven ability to handle confidential information with discretion and professionalism
Strong project management skills and comfort working cross-functionally
A proactive, resourceful, and solutions-oriented mindset
Ability to work onsite in Miami and support occasional after-hours or urgent needs
Essential Functions
Working conditions are in a normal office environment.
While performing the duties of this job, the employee is regularly required to walk; sit and stand; using the hands to handle, finger, or feel objects, tools, or controls
Occasionally, the employee must crouch or kneel
The employee must occasionally exert or lift up to 20 pounds
Successful performance requires good eyesight with or without corrective lenses
Requires long periods of time working at a computer and includes phone work
Some travel may be required for special company events (for example in Union City CA or Chicago)
Characteristics
Excellent communication, problem-solving and stakeholder management skillsets
Strategic and innovative thinker, excelling with a high degree of autonomy in entrepreneurial environments
Great communicator who can distill powerful messages that resonate with clients
Proactive and able to command respect through intelligence, hard work, and persistence
Problem-solver, with a consistent track record of flawless project execution
Personal passion and fervor for utilizing enabling technologies
Strong organizational skills, and the ability to adhere to deadlines
Strong interpersonal skills, with the ability to drive decision-making
Continuous and thoughtful listener, able to learn from clients and leverage input
Strong personal work ethic focused on high priority issues; action and results oriented
Outform Group is an equal opportunity employer. Outform Group makes employment decisions and provides equal employment opportunity without regard to an applicant's or employee's race, sex, color, age, religion, national origin, disability, sexual orientation, gender identity, marital status, military or veteran status, or any other basis protected by federal, state, and local laws. If you need a reasonable accommodation in the application or hiring process, please notify the Outform Group Human Resources department.
Outform Group, Inc. offers a competitive and comprehensive benefits package to include medical, dental, vision, life insurance, short-term disability, long-term disability, 401(k) and matching contributions, HSA and FSA, leave programs, paid time off including holidays, and we continually review to align and update our benefit offerings