Executive Assistant- Miami, FL at The Calendar Group – Miami, Florida

Our client is seeking a polished and highly organized Executive Assistant to support the Founder/CEO of an ultra-luxury real estate firm based in Miami. This is a high-touch, client-facing role focused on execution, coordination, and follow-through. 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. This is a highly execution-focused role centered on CRM, pipeline management, and relationship follow-through.

• Provide high-level administrative and operational support across day-to-day activities
• Own and actively manage the Founder's deal pipeline within CRM (Attio) and AI tools to track pipeline, prioritize opportunities, and ensure all relationships and deals are moving forward.
• Own and drive follow-up priorities, ensuring consistent progression of deals, action items, and relationships.
• Act as a central point of accountabilty for deal flow, ensuring contracts, offers, market analyses, and key documents are completed and progressing in a timely manner.
• Manage the Founder’s calendar, including scheduling, meeting coordination, and prioritization
• Prepare agendas, briefing materials, and ensure timely follow-through on all deliverables
• Serve as a gatekeeper and liaison to clients, partners, and external stakeholders
• Manage client-facing interactions, ensuring a seamless, high-touch experience.
• Prepare the Founder 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 Founder 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 in real estate, finance, or family office environments preferred
• Highly organized with exceptional attention to detail and strong follow-through
• Demonstrated ability to manage and move forward multiple priorities or transactions simultaneously.
• 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; proficient with CRM systems and comfortable using AI tools
• Bilingual Spanish preferred, not required
• Must be authorized to work in the U.S.
• Must pass a background check and provide verifiable references