Executive Assistant (CRM & Relationship Management) – Miami, FL in Miami, Florida at The Calendar Group

Our client is seeking a polished and highly organized Executive Assistant to support the CEO of an ultra-luxury real estate development, brokerage, and capital placement firm, as well as its family office affiliate, based in Miami. This is a high-touch, client-facing role focused on execution and relationship management.

The ideal candidate is proactive, detail-oriented, and highly intuitive, with a strong ability to anticipate needs and operate seamlessly in a fast-paced, high-expectation environment. They will have experience operating at the intersection of business development and operations, serving as the person responsible for keeping a principal's pipeline organized, driving follow-through, and ensuring opportunities, relationships, and transactions continue progressing.

This role is heavily centered on CRM management, pipeline oversight, relationship management, and accountability across multiple priorities and stakeholders.

• Provide high-level administrative and operational support across day-to-day activities.

• Own and actively manage the CEO's deal and relationship pipeline within CRM (Attio) and AI tools, ensuring opportunities, relationships, and transactions are accurately tracked and progressing.

• Drive follow-up priorities and serve as a central point of accountability for deal flow, ensuring timely execution of action items, contracts, offers, market analyses, and key deliverables.

• Maintain CRM data integrity, relationship tracking, and pipeline visibility across multiple business lines.

• Manage the CEO's calendar, including scheduling, meeting coordination, and prioritization.

• Prepare agendas, briefing materials, and meeting follow-up action items.

• Serve as a gatekeeper and liaison to clients, investors, brokers, partners, and external stakeholders.

• Manage client-facing interactions, ensuring a seamless, high-touch experience.

• Prepare the CEO for meetings with relevant materials, context, and next steps.

• Coordinate travel arrangements and itineraries as needed.

• Anticipate needs, troubleshoot issues, and manage last-minute changes with efficiency.

• Represent the CEO with professionalism in all written and verbal communications.

• 5+ years of experience as an Executive Assistant supporting a C-level executive, founder, or UHNW principal.

• Experience within real estate, private equity, investment firms, wealth management, family offices, or similar high-touch professional environments preferred.

• Demonstrated experience managing pipelines, driving follow-up, and coordinating multiple stakeholders to move opportunities, transactions, or relationships forward.

• Polished, professional, and confident in high-touch client-facing environments.

• Strong communication skills with excellent judgment and the ability to read a room.

• Tech-savvy, with proficiency in CRM systems and comfort utilizing AI tools.

• Bilingual Spanish preferred, but not required.

• Must be authorized to work in the United States.

• Must pass a background check and provide verifiable references.