Executive Assistant (CRM & Relationship Management) – Miami, FL

The Calendar Group•Miami, FL

2d•Onsite

About The Position

Our client is seeking a polished and highly organized Executive Assistant to support the CEO of an ultra-luxury real estate development, brokerage, and capital placement firm, as well as its family office affiliate, based in Miami. This is a high-touch, client-facing role focused on execution and relationship management. The ideal candidate is proactive, detail-oriented, and highly intuitive, with a strong ability to anticipate needs and operate seamlessly in a fast-paced, high-expectation environment. They will have experience operating at the intersection of business development and operations, serving as the person responsible for keeping a principal's pipeline organized, driving follow-through, and ensuring opportunities, relationships, and transactions continue progressing. This role is heavily centered on CRM management, pipeline oversight, relationship management, and accountability across multiple priorities and stakeholders.

Requirements

5+ years of experience as an Executive Assistant supporting a C-level executive, founder, or UHNW principal.
Demonstrated experience managing pipelines, driving follow-up, and coordinating multiple stakeholders to move opportunities, transactions, or relationships forward.
Polished, professional, and confident in high-touch client-facing environments.
Strong communication skills with excellent judgment and the ability to read a room.
Tech-savvy, with proficiency in CRM systems and comfort utilizing AI tools.
Must be authorized to work in the United States.
Must pass a background check and provide verifiable references.

Nice To Haves

Experience within real estate, private equity, investment firms, wealth management, family offices, or similar high-touch professional environments preferred.
Bilingual Spanish preferred, but not required.

Responsibilities

Provide high-level administrative and operational support across day-to-day activities.
Own and actively manage the CEO's deal and relationship pipeline within CRM (Attio) and AI tools, ensuring opportunities, relationships, and transactions are accurately tracked and progressing.
Drive follow-up priorities and serve as a central point of accountability for deal flow, ensuring timely execution of action items, contracts, offers, market analyses, and key deliverables.
Maintain CRM data integrity, relationship tracking, and pipeline visibility across multiple business lines.
Manage the CEO's calendar, including scheduling, meeting coordination, and prioritization.
Prepare agendas, briefing materials, and meeting follow-up action items.
Serve as a gatekeeper and liaison to clients, investors, brokers, partners, and external stakeholders.
Manage client-facing interactions, ensuring a seamless, high-touch experience.
Prepare the CEO for meetings with relevant materials, context, and next steps.
Coordinate travel arrangements and itineraries as needed.
Anticipate needs, troubleshoot issues, and manage last-minute changes with efficiency.
Represent the CEO with professionalism in all written and verbal communications.