Executive Assistant

HEICO•Miami, FL

About The Position

The Executive Assistant serves as a trusted strategic partner to the executive, providing high-level administrative and operational support. The role manages schedules, communications and travel, and helps complete executive priorities in a fast-paced, dynamic environment. It requires strong organization, sound judgment, discretion and the ability to anticipate needs. The position works at both the Miami and Sunrise locations, with the work location varying by day. Hours are flexible based on the executive’s needs. The role handles sensitive personal and professional information and requires strict confidentiality, integrity and trustworthiness.

Requirements

High school diploma or G.E.D.
At least 5 years of proven experience as an Executive Assistant or in a similar senior administrative role.
Strong written and verbal communication skills.
Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook and Project, and calendar management software.
Strong PC skills and advanced proficiency with AI tools.
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, with strong attention to detail and follow-through.
High emotional intelligence, professionalism and sound judgment; calm, flexible and resourceful under pressure.
Absolute discretion, integrity and trustworthiness, and strict confidentiality regarding sensitive company information, correspondence and the executive’s personal matters.
Flexibility to work hours based on the executive’s needs.

Nice To Haves

Associate’s or bachelor’s degree.

Responsibilities

Manage the executive’s calendars, including meetings, calls, travel and appointments.
Coordinate internal and external meetings, including agendas, logistics and follow-ups.
Arrange domestic and international travel, including flights, hotels, ground transportation and itineraries.
Manage and prioritize the executive’s communications confidentially, including screening and responding to emails, calls and correspondence and determining what requires 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 on important information beforehand.
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, invoicing and basic budget tracking.
Work at both the Miami and Sunrise locations, with the work location varying by day.
Perform other duties as assigned.