Executive Assistant (Fully Remote)

We are seeking a resourceful, high-integrity Executive Assistant who thrives in a fast-moving, detail-oriented environment. This is a high-trust, high-impact role where you'll work directly with both of us to help manage our professional and personal priorities with care, discretion, and proactive thinking. 

We’re looking for a go-getter — someone who takes initiative, is great at connecting dots before being asked, and who embraces technology (especially AI tools like ChatGPT, Notion, and others) to solve problems and streamline workflows.

Key Attributes We Value:

Proactivity: You anticipate needs, solve problems before they arise, and follow through with minimal supervision. 

Tech Savvy: Comfortable using or quickly learning new tools including Microsoft Office 365, Google Workspace, and AI applications. 

Resourcefulness: You dig deep to find answers, vet options, and get things done with excellence and efficiency. 

Strong Communicator: You know when to be brief and when to elaborate. You summarize clearly and present information in a digestible, well-organized way. 

Professionalism & Discretion: You represent us with grace and polish in both written and verbal communication. 

Adaptability: No task is too big or too small. From high-level project support to running a quick errand — you take pride in doing it well. 

Availability & Travel Awareness 

The principals travel often, and part of your role will be to ensure that no detail or responsibility falls through the cracks while they’re on the move. While this is not a 24/7 on-call position, the right candidate will be someone who is comfortable staying lightly but consistently connected, proactively monitoring communications, and addressing time-sensitive matters when they arise — especially across multiple time zones. You will be a steady hand behind the scenes, keeping things moving and ensuring both principals are supported, even while traveling. 

Your Responsibilities Will Include: 

• Managing calendars, scheduling, and coordinating logistics for meetings (personal and professional). 
• Taking ownership of projects from start to finish with attention to deadlines and follow-through. 
• Preparing summaries, briefings, and updates for us — clear, concise, and actionable. 
• Conducting thorough research (vendors, products, travel, service providers, etc.). 
• Creating and managing simple budgets, expense reports, and property-related spreadsheets. 
• Overseeing household service providers (housekeeper, landscaping, internet/pool, etc.). 
• Handling vendor appointments. 
• Supporting light IT troubleshooting for devices, apps, and systems (Mac/PC/iPhone/iPad). 

Requirements: 

• Fluent in English; Spanish or other second languages a strong plus. 
• Excellent written communication and interpersonal skills. 
• 3+ years of executive assistant, personal assistant, or operations experience. 
• Strong working knowledge of Microsoft Office (especially Outlook, Word, and Excel), Adobe PDF, and AI tools (ChatGPT, Notion, etc. a plus). 
• Strong numeracy and organizational skills. 
• Highly reliable internet connection and professional remote work setup. 
• Flexibility to occasionally align with Eastern Time (Miami) hours as needed. 

Other:

• The company offices are based in Miami, Florida. However, this position is fully remote and structured as a contractor role via agency. 
• Occasional in-person collaboration or travel to the United States may be requested. 
• Background check required.

• Fully Remote and Flexible Work Environment: The position is described as fully remote, which offers significant flexibility in work hours and location. This can lead to a better work-life balance and a more comfortable, customized workspace. You can work from home or any location with a reliable internet connection. You will be a steady hand behind the scenes, keeping things moving even while the principals are traveling.

• High-Impact and High-Trust Role: This is a "high-impact" and "high-trust" role where you will work directly with the company's principals. This suggests you will have a direct impact on their professional and personal priorities, which can lead to a greater sense of ownership and satisfaction.

• Exposure to US Workplace and Travel: Although the position is fully remote, there may be occasional requests for in-person collaboration or travel to the United States. The principals travel often, so part of your role will be to ensure responsibilities don't fall through the cracks while they're on the move.

• Autonomy and Initiative: The principals are looking for someone who is proactive, takes initiative, and follows through with minimal supervision. This indicates a high level of autonomy and a supportive environment for problem-solving.

• Varied and Diverse Responsibilities: The job description outlines a wide range of tasks, from managing calendars and coordinating logistics to conducting research, handling budgets, and overseeing household service providers. This variety of responsibilities can offer a diverse skill set and keep the job interesting.