Office Manager & Executive Assistant

QAD, Inc.•Miami, FL

12h•$80,000 - $100,000•Onsite

About The Position

We are seeking a highly organized, tech-forward Office Manager & Executive Assistant to support multiple executive(s). In this dual-impact role, you will be the heartbeat of our Miami Hub and a strategic partner to our leadership. You will redefine executive support by leveraging AI-driven efficiency to manage complex logistics, administrative precision, and office operations at a Champion Pace.

Requirements

Experience: 3+ years of high-level Executive Assistant or Office Management experience, ideally within a high-growth tech environment.
Location: Ability to be on-site daily in the Miami (Brickell) office to manage physical operations.
AI Literacy: Hands-on experience with AI agents and tools to automate mundane tasks and data workflows.
Availability: Flexible and "on-call" to support a high-velocity global schedule as needed.
Tech Stack: Expert proficiency in G-Suite, Slack, Zoom, Microsoft 365, and travel/expense management systems.
Soft Skills: High discretion, a "no task too small" attitude, and the professional presence to represent the executive(s) to clients and internal stakeholders.

Responsibilities

Inbox & Correspondence Management: Monitor and triage the executive(s) inbox to ensure no critical communications are missed; manage high-volume confidential correspondence with speed and discretion.
Strategic Calendar Management: Own the executive(s) complex global calendar, protecting time for "deep work" and prioritizing high-stakes meetings across multiple time zones.
Complex Travel & Logistics: Execute end-to-end domestic and international travel strategies, including bookings, check-ins, and ground transportation. You act as the "fixer" for any real-time travel disruptions.
Miami Hub Management: Act as the central point of contact for our Brickell (Miami) office, overseeing facilities and vendor management to ensure a "client-ready" environment that reflects our brand.
Financial Operations: Execute seamless expense reporting, reconciliation, and budget tracking for the executive office with 100% accuracy.
AI-Enhanced Efficiency: Proactively utilize AI tools (Gemini, ChatGPT, Claude) for transcription, summarization, and workflow automation to maintain a competitive edge.

Benefits

Your health and well being are important to us at QAD. We provide programs that help you strike a healthy work-life balance.
Opportunity to join a growing business, launching into its next phase of expansion and transformation.
Collaborative culture of smart and hard-working people who support one another to get the job done.
An atmosphere of growth and opportunity, where idea-sharing is always prioritized over level or hierarchy.
Compensation packages based on experience and desired skill set
Base Pay Range: $80,000.00 - $100,000.00 USD Annual.
Bonus: Eligible for an annual company performance bonus.
Placement within our pay range will vary based on knowledge, skills, experience, and market location variations as well as internal peer equity
This position is also eligible for an annual company performance bonus
U.S. benefits package includes medical, dental and vision coverage, a 401(k) plan with company match, short-term and long-term disability coverage, life insurance, paid-time off, parental leave, and well-being programs