Personal Assistant

Universal Travel Concierge•Miami, FL

1d•Remote

About The Position

The Executive & Personal Assistant is responsible for helping the Founder manage day-to-day personal and business responsibilities. This individual serves as a central point of organization, helping coordinate schedules, meetings, travel, communications, errands, projects, and follow-ups across multiple companies and personal commitments. The ideal candidate is extremely organized, responsive, discreet, proactive, and comfortable working in a fast-paced environment where priorities can change quickly.

Requirements

Extremely organized
Responsive
Discreet
Proactive
Comfortable working in a fast-paced environment where priorities can change quickly.

Responsibilities

Manage the Founder's calendar, appointments, meetings, calls, and daily schedule.
Maintain a daily and weekly priority list and ensure important tasks are completed.
Schedule and coordinate business meetings, personal appointments, dinners, events, and other commitments.
Monitor upcoming deadlines and provide reminders and follow-ups.
Coordinate travel, including flights, hotels, transportation, itineraries, and reservations.
Prepare detailed itineraries and daily schedules when needed.
Handle personal reservations, appointments, errands, purchases, deliveries, and other requests.
Assist with business responsibilities across UTC, The College Butler, and Table and Chair.
Communicate with employees, vendors, clients, partners, and other contacts on behalf of the Founder when authorized.
Follow up with employees and managers regarding outstanding tasks and deadlines.
Help coordinate interviews, meetings, employee schedules, and company projects with HR and management.
Organize documents, receipts, invoices, contracts, and other important records.
Prepare basic reports, spreadsheets, presentations, emails, and internal communications.
Track outstanding payments, invoices, deposits, and administrative items and bring them to the Founder's attention.
Coordinate vendors and service providers for personal and business needs.
Assist with events, hospitality arrangements, client experiences, and special projects.
Maintain contact lists and important company and personal information.
Help organize the Founder's email, messages, and correspondence.
Identify items requiring immediate attention and escalate them appropriately.
Handle confidential personal, financial, employee, client, and company information with strict discretion.
Be available for reasonable after-hours or urgent requests when required.
Anticipate needs and solve routine issues before they require the Founder's direct involvement.