Executive Personal Assistant to CEO

ONE Sothebys International Realty•Miami, FL

8d•Onsite

About The Position

The Founder/Executive Chair of ONE Sotheby’s International Realty is seeking an extraordinary Executive Personal Assistant to serve as the operational backbone of a fast-moving, multi-business executive. This role is not entry-level and is not administrative support only. It is a high-trust, high-performance position for someone who thrives on complexity, precision, discretion, and ownership. The ideal candidate is exceptional at calendar management, email triage, and follow-through, understands how to protect a Founder’s time, and is equally comfortable handling strategic logistics and small but essential personal tasks. This person takes pride in being indispensable.

Requirements

Local Candidates Only
Bilingual English/Spanish Strongly Preferred
Is exceptional at calendar and email management — this is non-negotiable
Is highly organized, detail-oriented, and systems-driven
Thrives in fast-paced, high-expectation environments
Is not afraid to handle small tasks and understands that excellence lives in the details
Thinks ahead, anticipates needs, and acts proactively
Communicates clearly, professionally, and confidently
Is calm under pressure and solutions-oriented
Takes pride in being reliable, responsive, and indispensable
5+ years supporting a senior executive, CEO, founder, or principal (real estate or entrepreneurial environment preferred)
Proven experience managing complex, multi-layered calendars
Exceptional written and verbal communication skills
High proficiency with Google Workspace, Outlook, scheduling tools, and task management systems
Strong judgment, discretion, and emotional intelligence
Ability to manage competing priorities without dropping the ball
Ownership mentality — “this is my responsibility”
No ego, no task too small
Highly trustworthy and loyal
Polished, professional, and confident
Naturally organized and energized by structure
Values excellence and continuous improvement

Responsibilities

Own and manage multiple, highly complex calendars across several businesses and personal commitments
Strategically prioritize meetings, travel, and commitments to maximize effectiveness
Anticipate conflicts before they arise and proactively resolve them
Prepare daily and weekly schedules with context, priorities, and prep notes
Ensure the Executive is always in the right place, at the right time, fully prepared
Act as the first line of defense for all inboxes
Read, filter, prioritize, and draft responses on behalf of the Founder/Executive Chair
Identify urgent vs. non-urgent matters and escalate appropriately
Maintain clear systems for follow-ups, responses, and delegated items
Ensure nothing slips through the cracks
Track action items from meetings, calls, and conversations
Proactively follow up with internal teams, external partners, clients, and vendors
Hold others accountable to timelines and deliverables
Create simple systems to ensure consistent execution and closure
Handle a wide range of personal and professional tasks (scheduling appointments, travel coordination, errands, special requests)
Manage logistics for events, meetings, and travel
Serve as a trusted gatekeeper and representative of the Executive
Handle confidential and sensitive information with absolute discretion
Handle marketing and social media tasks (in conjunction with other departments)
Assist in managing workflows across multiple businesses
Coordinate with internal teams and leadership
Prepare documents, agendas, and briefing materials as needed
Identify inefficiencies and proactively suggest improvements