Job Description

Executive Assistant

Are you an experienced Executive Assistant who thrives in a fast-paced environment and enjoys staying one step ahead, solving problems before they arise, and being the trusted partner who keeps everything running smoothly? Our client, a fast-growing, clean-label protein bar brand with national retail distribution, is seeking a highly organized, resourceful, and trustworthy Executive Assistant to support the Founder & CEO.

This is more than a traditional administrative role. No two days are the same-from managing calendars and coordinating meetings to arranging travel, planning events, and handling time-sensitive business and personal tasks. If you're proactive, adaptable, discreet, and enjoy variety, you'll have the opportunity to make a meaningful impact every day.

This is a full-time position based on-site in Miami, FL at their headquarters. The role requires occasional local errands and travel; standard business hours with flexibility to accommodate occasional early mornings, evenings, or weekend support as business needs arise.

What You'll Do

• Own and proactively manage the CEO's complex calendar, scheduling meetings, resolving conflicts, and ensuring priorities stay on track.

• Coordinate meetings from start to finish, including scheduling across time zones, preparing agendas, confirming logistics, and keeping the CEO informed and prepared.

• Draft, edit, and manage executive correspondence while helping prioritize and triage the CEO's inbox.

• Serve as the primary point of contact for internal and external requests, communicating professionally with executives, board members, partners, vendors, and team members.

• Coordinate business and personal travel arrangements, including flights, hotels, itineraries, transportation, and travel logistics.

• Assist with administrative financial tasks such as bill payments, expense tracking, receipt management, bank deposits, and maintaining organized records in partnership with the Finance team.

• Help keep the Miami headquarters operating efficiently by coordinating office supplies, vendors, guests, meetings, shipping, and day-to-day office logistics.

• Plan and coordinate team lunches, off-site meetings, company events, and other special projects.

• Provide support for in-office content creation by helping coordinate schedules, logistics, and production needs.

• Handle shipping, mailing, and other operational tasks to ensure the office runs smoothly.

• Provide personal assistance to the CEO, including running errands, coordinating appointments, mailing packages, and handling occasional personal logistics such as taking the CEO's vehicle in for service.

• Anticipate needs, identify potential issues before they arise, and take ownership of finding solutions with minimal direction.

• Maintain the highest level of discretion and professionalism while handling confidential business and personal information.

What We're Looking For

• Three or more years of experience supporting a Founder, CEO, or senior executive in a fast-paced or high-growth environment.

• Exceptional organizational and time management skills with the ability to juggle multiple priorities.

• A proactive, resourceful mindset-you identify solutions before problems escalate.

• Outstanding communication skills with a high level of professionalism and discretion.

• Comfortable shifting between executive-level responsibilities and hands-on tasks as business needs change.

• Experience with Google Workspace and/or Microsoft Office.

• Valid driver's license and reliable transportation for local business-related errands.

Nice to Have

• Experience supporting content creation, filming, or social media production.

• Familiarity with basic bookkeeping, expense management, or travel-booking tools.

• Experience coordinating vendors, events, or team logistics.

Why You'll Love This Opportunity

• A front-row seat to a high-growth consumer brand and direct partnership with the Founder & CEO.

• A dynamic, no-two-days-alike role with real ownership and impact.

• A collaborative, ambitious team that moves fast and celebrates wins.