Executive Assistant

HEICO Corporation•Miami, FL

About The Position

The Executive Assistant serves as a trusted strategic partner to an executive, providing high-level administrative and operational support. The role manages the executive’s schedule, communications, travel, and priorities, and requires strong organization, sound judgment, discretion, and the ability to anticipate needs in a fast-paced, dynamic environment. The position works at both the Miami and Sunrise locations, with the work location varying by day, and requires flexible hours based on the executive’s needs. The Executive Assistant coordinates meetings and travel, manages confidential communications, liaises with internal and external contacts, prepares the executive for meetings, and independently creates and finalizes executive-level materials. The role also prepares financial reports, consolidates monthly and quarterly data, supports events and board meetings, tracks deadlines and projects, and assists with expense reporting, invoicing, and basic budget tracking. Strict confidentiality regarding sensitive company information and the executive’s personal matters is essential.

Requirements

High school diploma or G.E.D. required.
At least 5 years of proven experience as an Executive Assistant or in a similar senior administrative role.
Strong PC skills and advanced proficiency with AI tools.
Strong written and verbal communication skills.
Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Project, and with calendar management software.
Ability to manage competing priorities with minimal supervision.
Ability to anticipate the executive’s needs and proactively solve problems.
Exceptional organizational, time-management, and multitasking skills.
Strong attention to detail and follow-through.
High emotional intelligence, professionalism, and sound judgment.
Calm, flexible, and resourceful under pressure.
Flexible hours based on the executive’s needs.
Absolute discretion, integrity, trustworthiness, and ability to maintain strict confidentiality.

Nice To Haves

Associate’s or bachelor’s degree preferred.

Responsibilities

Manage calendars, including meetings, calls, travel, and appointments.
Coordinate internal and external meetings, including agendas, logistics, and follow-ups.
Coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries.
Manage and prioritize the executive’s communications confidentially, screening and responding to emails, calls, and correspondence and determining matters requiring the executive’s attention.
Serve as a trusted point of contact for the executive’s personal matters.
Act as liaison between the executive and staff, clients, senior leaders, and external partners.
Prepare the executive for meetings, presentations, and conference calls, and brief them beforehand on important information.
Prepare detailed financial reports and consolidate monthly and quarterly data.
Independently prepare, edit, and finalize reports, presentations, memos, project timelines, and other executive-level materials.
Assist with corporate events, board meetings, and other executive functions as required.
Track deadlines, action items, and ongoing projects to ensure timely completion.
Compile data for expense reporting and invoicing and assist with basic budget tracking.
Work at both the Miami and Sunrise locations, with the location varying by day.
Perform other duties as assigned.
Maintain strict confidentiality regarding sensitive company information, correspondence, and the executive’s personal matters.