Executive Administrative Assistant Jobs

About The Position

Requirements

• 3+ years of administrative support experience, with at least 1-2 years directly supporting a C-level executive (CEO, President, or COO), ideally within the security services, logistics, or related service industries.
• Must be professionally fluent (written and verbal) in both English and Spanish to effectively communicate with stakeholders, clients, and employees.
• Must be able to work full-time in the Miami, FL office.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Exceptional organizational, time management, and problem-solving abilities, capable of thriving in a fast-paced, sometimes unpredictable, operational environment.
• Resourceful, detail-oriented, self-starter who anticipates needs and handles pressure with grace.

Nice To Haves

• Experience with CRM or project management software is a plus.

Responsibilities

• Manage the CEO’s dynamic calendar, scheduling meetings, internal check-ins, site visits, and operational reviews across Florida service areas.
• Coordinate all business logistics, including booking detailed travel arrangements (flights, hotels, ground transport) often required for rapid response to client or franchise locations.
• Act as the primary point of contact for the CEO, screening and prioritizing incoming calls, emails, and correspondence from clients, executive staff, franchisees, and vendors in both English and Spanish.
• Draft, proofread, and prepare professional correspondence, proposals, and internal memos.
• Prepare agendas, compile operational reports, and organize briefing materials for weekly executive meetings, internal team huddles, and external client or investor presentations.
• Handle the CEO's administrative duties, including expense reporting, invoice processing, managing office supply inventory, and coordinating occasional internal events.
• Handle sensitive business information, including client contracts, franchise details, personnel matters, and internal financial data, with the highest level of professionalism and confidentiality.