Executive Assistant to CEO & C-Suite

Quvia•Miramar, FL

55d•Onsite

About The Position

We’re seeking a highly dependable and detail-oriented Executive Assistant (EA) to support the CEO and C-suite, working under the direction of the Chief of Staff to ensure all executive logistics, meetings, and travel run flawlessly. This is a hands-on, in-office role that requires exceptional organization, anticipation, and follow-through. The EA will serve as the key operational partner for scheduling meetings, managing travel, preparing documentation, and ensuring the executive team stays on track at all times. The ideal candidate is proactive, adaptable, and takes pride in running a tight ship, thriving in a fast-paced environment while managing shifting priorities with calm professionalism.

Requirements

5+ years of experience supporting senior executives (CEO or C-level preferred).
Strong proficiency in Google Workspace (Calendar, Docs, Sheets, Slides) and other productivity tools.
Excellent organizational skills with the ability to manage multiple priorities and deadlines.
Exceptional verbal and written communication skills.
Proven ability to handle confidential information with integrity and discretion.
High emotional intelligence and executive presence.
Located in or willing to relocate to the greater Miami area, with the ability to be onsite at our Miramar HQ.

Responsibilities

Executive Scheduling & Coordination
Manage daily and long-term calendars for the CEO and C-suite, under the Chief of Staff’s direction.
Proactively schedule, reschedule, and adjust meetings across time zones to ensure efficiency.
Anticipate conflicts and resolve them independently while keeping all parties informed.
Ensure executives have all required materials, links, and context ahead of meetings.
Maintain visibility on all leadership and board-related sessions.
Travel Management
Plan and coordinate end-to-end travel logistics for the CEO and C-suite, including flights, hotels, ground transportation, and visas.
Prepare and distribute detailed itineraries, integrating meeting times, addresses, and contacts.
Conduct flight check-ins, visa follow-ups, and local arrangements to guarantee seamless travel.
Proactively monitor delays or changes and adapt plans immediately.
Maintain a centralized record of travel preferences and requirements.
Executive Readiness & Support
Ensure all executives are fully prepared for daily commitments, not missing meetings, calls, or deadlines.
Create reminders and trackers for key deliverables and appointments.
Coordinate meeting logistics (rooms, virtual links, catering, materials).
Support the Chief of Staff with leadership events, board sessions, and executive follow-ups.
Communication & Liaison
Serve as the operational liaison for scheduling and logistics on behalf of the Chief of Staff.
Route communication appropriately to ensure all requests for the CEO and C-suite are triaged efficiently.
Maintain confidentiality and handle all interactions with professionalism and discretion.