Executive Assistant to the CEO & COO

Andover Properties • Miami, FL

4d • Onsite

About The Position

Andover Properties is seeking a highly resourceful, discreet, and dedicated Executive Assistant to support our CEO & COO. This is a high-touch, high-trust role for someone who thrives on anticipating needs before they're voiced and who is genuinely energized by a fast-moving, always-on environment. The ideal candidate will manage a demanding, ever-changing calendar across multiple time zones, coordinate complex travel, and serve as a true right hand — seamlessly supporting both the CEO & COO's professional responsibilities and personal life. This person will work side by side with the Executive Assistant to the CEO on matters related to the CEO, while operating independently on matters related to the COO. This role requires flexibility to respond to urgent needs outside of standard business hours. Above all, we're looking for someone who brings sound judgment, absolute discretion, and a calm, can-do presence to every situation.

Requirements

• Bachelor's degree preferred; equivalent professional experience will be considered.
• Minimum 5+ years of experience as an Executive Assistant supporting C-suite or senior leadership, ideally including personal/household support.
• Demonstrated experience coordinating complex travel.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort learning new tools and platforms quickly.
• Experience with expense management and travel platforms (e.g., Ramp, Concur, Engine, or similar) preferred.
• Valid driver's license.

Nice To Haves

• Exceptional discretion and unwavering confidentiality with highly sensitive personal and business information.
• Outstanding organizational skills and the ability to manage multiple, competing priorities under pressure.
• Comfort and composure operating outside business hours when there is an urgent need.
• Strong written and verbal communication skills; able to represent the COO professionally in every interaction.
• Sharp attention to detail, particularly around scheduling, travel logistics, and time zones.
• A proactive, anticipatory mindset — someone who solves problems before being asked.
• Sound judgment and the maturity to navigate ambiguous or sensitive situations independently.
• A true “no task too big or small” attitude, equally comfortable taking clothes to the drycleaner as making a dinner reservation.
• Calm under pressure and unflappable when plans change at the last minute.
• Genuinely service-oriented, with pride in making someone else's professional and personal life run smoothly.
• Trustworthy, loyal, and comfortable being fully integrated into the COO's day-to-day life.
• Flexible and adaptable, with the stamina for a demanding, high-availability role.

Responsibilities

• Own and proactively manage a complex, fast-changing daily calendar spanning internal meetings, investor calls, property visits, and personal commitments.
• Anticipate and resolve scheduling conflicts before they arise; continually reprioritize based on shifting business needs.
• Coordinate meeting logistics end-to-end, including agendas, materials, dial-ins, and room/venue arrangements across multiple time zones.
• Serve as a backup to the Executive Assistant to the CEO when needed, providing calendar & scheduling coverage during absences or periods of high volume.
• Oversee day-to-day Miami office operations, ensuring the workspace is organized, well-stocked, and running smoothly.
• Manage relationships with building management, vendors, and service providers (cleaning, maintenance, IT, catering, etc.)
• Greet and assist visitors, clients, and new hires, creating a welcoming office environment.
• Plan and book all travel, including flights (commercial and private aviation), hotels, ground transportation, and itineraries.
• Build detailed, minute-by-minute travel itineraries and be reachable to troubleshoot changes, delays, or emergencies in real time, including outside business hours.
• Manage travel documentation (passports, visas, global entry, loyalty programs) and ensure it stays current.
• Manage a range of personal errands and tasks on the CEO and COO's behalf, including appointments, reservations, gifts, household vendors, and family scheduling.
• Serve as a trusted liaison with household staff, contractors, and personal service providers, coordinating logistics and following up to completion.
• Handle personal and business matters with equal care, discretion, and attention to detail, understanding that the line between the two will often blur.
• Exercise excellent judgment and maintain strict confidentiality regarding all personal and family matters.
• Manage and triage the COO's email inbox, flagging priority items and drafting responses on their behalf where appropriate.
• Screen calls and messages, and serve as a first point of contact, filtering requests and routing appropriately.
• Prepare correspondence, presentations, and briefing materials for internal and external meetings.
• Track action items, deadlines, and follow-ups on behalf of the COO to ensure nothing falls through the cracks.
• Process expense reports and reconcile corporate card statements in a timely and accurate manner.
• Maintain organized digital filing systems for contracts, personal documents, and correspondence.
• Coordinate with the Executive Assistant to the CEO and other members of the executive support team to ensure alignment on shared priorities and coverage.

Benefits

• Competitive salary commensurate with experience, plus discretionary performance bonus.
• Health, vision, and dental insurance, and 401(k) matching program.
• Paid holidays and paid vacation.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree