Executive and Personal Assistant to the CEO

Frida•Miami, FL

1d•Hybrid

About The Position

We are seeking an Executive & Personal Assistant will serve as a trusted partner to our CEO, supporting a fast-paced, high-growth business while seamlessly managing the day-to-day logistics of her professional and personal life. This role requires exceptional organization, discretion, anticipation, and the ability to operate independently with sound judgment. The right candidate will be an effective communicator with a flexible, always-on mindset appropriate for supporting a dynamic CEO.

Requirements

8-10+ years of related experience, supporting high-level executives in complex and fast-moving environments
Bachelor’s Degree
Fantastic can-do attitude with a mindset that no task is too great or too small
Advanced knowledge of Microsoft and Google Suites, iCloud/iCal (Slack and Asana a plus)
Uncanny ability to anticipate needs and plan accordingly
Exceptional communication and decision-making abilities and professionalism; representing themselves professionally at all times
Ability to maintain confidentiality and handle sensitive information with discretion
Collaborative spirit and teamwork
Highly adaptable with the ability to brainstorm and propose solutions for any problems or changes that may arise
Always operate with a calm sense of urgency
Ability to brainstorm and propose solutions for any problem and you own your mistakes when they happen
Organized and highly detail oriented
High energy and sound judgement
Clear presentation of information to enable quick decision making
Getting to "yes" attitude

Responsibilities

Own and manage the CEO’s complex, high-volume calendar with precision and foresight, coordinating business and personal commitments, internal and external meetings, appointments, events, and family logistics.
Proactively prepare and manage daily and weekly schedules for the CEO, ensuring all activities are accurately reflected on calendars and clearly communicated to executive, household, and personal support teams.
Maintain accurate, real-time trackers for meetings, appointments, priorities, and follow-ups to support efficient decision-making and time management.
Coordinate all executive travel in partnership with the travel team, including domestic and international flights, hotels, ground transportation, and detailed logistics.
Create comprehensive, polished travel itineraries for the CEO and, as needed, family members or travel companions.
Prepare the CEO for meetings by gathering, organizing, and synthesizing materials, presentations, and key information; proactively flag priorities and ensure adequate preparation time.
Support the daily office routine by managing materials, printing schedules, organizing the CEO’s workspace, preparing meeting rooms, and ensuring all logistical needs are handled seamlessly.
Compile, submit, and track expense reports, including timely submission of monthly business reimbursements.
Partner cross-functionally with internal teams to ensure alignment, smooth operations, and clear communication across all stakeholders.
Serve as a central communication hub, facilitating thoughtful, timely, and consistent communication between business and personal contacts.
Manage business contact information, track key relationships, and support ongoing networking and relationship-building efforts.
Run related errands as needed and oversee office and supply inventory for both the CEO’s home office and Frida offices.
Act as a strategic gatekeeper and thought partner to the CEO, anticipating needs, identifying potential conflicts or pressure points, and proactively proposing solutions to protect time, energy, and focus.
Manage personal and professional gifting, key dates, and meaningful touchpoints (birthdays, holidays, thank-yous, special occasions), ensuring important moments are handled thoughtfully and seamlessly.
Handle additional responsibilities and special projects as needed in support of the CEO and business.

Benefits

Robust health benefits including:
Comprehensive medical, vision, and dental plans
Employer paid life insurance
Supplemental insurance options including Accident Insurance, Short-Term Disability and Long-Term Disability
FSA & HSA
401k matching up to 4% with immediate vesting.
Generous paid time off program including elective PTO days, federal holidays, sick/wellness days, and a birthday floater.
Flexible paid pregnancy and parental leave.
Weekly wellness programming designed to maximize personal time and minimize time spent investing in personal care outside of work hours. This includes a variety of programming such as in-office manicures & pedicures, blowouts, massages, and carwash services.
Dog friendly office - feel free to bring your best buddy with you to work!
Learning & development opportunities for professional and personal growth
Company-wide events & outings. Team engagement is at the center of our culture. This ranges from small department-specific teambuilding or informal outings to our annual Fam Jam family carnival that celebrates the people in your life who support you in bringing your best self to work each day. We also host an annual Day of Service to support our local Miami community, and provide a variety of volunteer opportunities throughout the year that support our mission to serve parents and children.
Exclusive employee product discounts.