Executive & Personal Project Manager

Job Description

Job Description

The Executive Assistant provides high-level, proactive support to a senior executive, ensuring the executive’s time, communications, and priorities are impeccably managed. This role is ideal for a polished EA who thrives in a fast-paced environment, handles sensitive information with discretion, and partners closely with the executive to drive outcomes.

This position is on-site full time in Fort Lauderdale/Miami, FL. We are open to candidates currently based in other major metropolitan markets who can relocate. Experience operating at a NYC-caliber pace with high standards, urgency, and discretion is a strong plus.

Location: Fort Lauderdale/Miami, FL (full-time, on-site)

Schedule: Requires flexibility; occasional evenings/weekends as needed

Executive Operations & Prioritization

• Act as the executive’s primary gatekeeper; prioritize requests, manage inflow, and protect focus time.
• Drive the executive’s priorities, track follow-ups, and ensure deadlines are met.
• Prepare briefing materials; synthesize notes and action items from meetings.

Calendar, Travel & Meeting Management

• Own complex, dynamic calendars across time zones and geographies.
• Plan and manage intricate domestic/international travel (commercial and private), including door-to-door itineraries and contingency plans.
• Coordinate meetings, agendas, materials, and logistics; provide day-of support as needed.

Communication & Correspondence

• Draft, proof, and edit emails, memos, presentations, and reports with impeccable attention to detail.
• Communicate on behalf of the executive with internal leaders, external partners, and key stakeholders.
• Maintain strict confidentiality and excellent judgment.

Administration & Expense Management

• Prepare and reconcile expense reports; manage invoices and vendor payments in partnership with finance.
• Maintain files, contacts, and documentation; improve administrative systems and workflows.

Light Personal Support (as needed)

• Assist with seamless integration of professional and personal calendars.
• Coordinate select personal appointments or reservations when they impact the executive’s schedule.

Qualifications

• C-level or senior executive support in a fast-paced, high-demand environment preferred.
• Exceptional organization, written/verbal communication, and follow-through.
• Expert in calendar/travel management and executive-level correspondence.
• High proficiency with Microsoft Office/Google Workspace; familiarity with Asana/Trello a plus.
• Discretion, professionalism, and trust are non-negotiable.

Additional Requirements

• Availability: Responsive to urgent needs; able to support outside typical business hours.
• Mindset: Proactive, resourceful, and hands-on; anticipates needs and operates with ownership.