Confident and solutions-oriented assistant needed for our executive team. This position will support first and foremost the company namesake and founder based in Miami Florida, while also acting as a virtual office manager by providing organizational support for a small but ever-busy virtual team.

General workweek is Monday – Friday, 9AM – 6PM based in Miami, Florida, however a flexible schedule with late nights, weekends and occasional travel is required. Contract/Hourly with potential for Full-time.

Job Duties

• Executive and Personal Support
  • Act as gatekeeper to a busy and high-profile executive
  • Manage busy and continually changing calendars
    • • Schedule regular and routine meetings early in the year
      • Set priorities and identify possible redundancies or impossibilities
  • Ensure executives have necessary materials for meetings including schedules, documents, tickets and itineraries
  • Prepare and process expense reports, assist with maintaining budgets, tracking alongside actual reports
  • Coordinate all speaking engagements and appearances, make sure principal is appropriately prepared with scheduling and all presentation materials
  • Manage press inquiries
  • Schedule regular dinner and social engagements.
  • Prepare for TV appearances and other media platforms, working with the show producer
  • Flexible; ability to take on new roles as needed.
  • Responsible for keeping CEO’s contacts in order and up to date.
  • Responsible for making travel arrangements via airlines, trains, personal car service, and hotel rooms.
• General Administrative Support
  • Open & distribute mail, keep track of deliveries
  • See to tasks of additional members of executive team as needed
  • Manage all incoming calls to main phone line, including new client inquiries

Qualifications

• Outlook proficient (email & calendars)
• Mac/iPhone savvy, with a strong command of all Microsoft for Mac products
• Bachelor’s degree with a minimum of three years’ experience in executive support
• Excellent references from past employers

Competencies Important to Success

• Very strong planning, organization and follow-through skills
• Ability to work under pressure; handle multiple projects at the same time and meet tight deadlines
• A team player and collaborator; able to work effectively with all members of the team
• Creative and innovative spirit in order to support this fast-paced, highly creative environment
• Strong communication skills, both oral and written
• Professional and polite demeanor with a solid understanding of discretion
• Attention to detail; proactive work ethic and critical thinker.

Compensation and Benefits

• Contract/Hourly with potential for Full-time.
• Benefits are offered when position develops into a full-time role.

For consideration, please email careers@colincowie.com a resume with salary requirements and written references if available.