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Personal Executive Assistant to CEO

Confidential
Miami, FL

Quick Apply

Job Details

Full-time
Up to $65,000 a year
14 days ago

Benefits

Health insurance
Dental insurance
401(k)
Flexible spending account
Paid time off
Employee assistance program
Vision insurance
Life insurance

Qualifications

Spanish
Confidential information handling
Microsoft Excel
Microsoft Outlook
Business travel arrangements
Filming
Basic math
Zoom
Executive administrative support
English
Research
Attention to detail
Task prioritization
Microsoft Teams
Video conferences (communication methods)
Tour planning
Time management

Full Job Description

Personal Executive Assistant to the CEO

Location: Miami, FL | Employment Type: Full-Time | Language Requirement: Bilingual (English & Spanish) – Portuguese a Plus

Join the world of international art, luxury, and innovation.

We’re seeking a high-energy, detail-obsessed Personal Executive Assistant to support the CEO and the business across executive support, gallery operations, content coordination, and partner communications. This role blends classic PA responsibilities with hands-on tasks in Acumatica, invoicing/consignments, artwork QA before shipping, and light content capture (photo/video) to help keep our partners engaged and informed.

Key Responsibilities:

Calendar Management: Organize and manage both business and personal schedules for the CEO; proactively adjust as priorities shift.
Task & Project Tracking: Maintain a running list of action items, ideas, and projects discussed by the CEO, with timely follow-ups and clear ownership.
Daily Briefing: Provide a concise overview of the following day by 5:00 p.m. daily.
Travel Coordination: Arrange detailed domestic/international travel (business & personal), including flights, hotels, cars, itineraries, and on-the-fly changes.
Correspondence & Communication: Read, research, and route correspondence; draft letters and documents; communicate professionally via phone, email, Teams/Zoom, and in-person with clients, VIPs, and partners.
Research Support: Execute specialized research projects as needed.
Archiving: Organize and maintain historical records, photos, and writings from key events and travels.
Gifting Logistics: Handle gift requests, signatures, dedications, shipping, and delivery confirmation.
File Management: Maintain secure personal and professional files; ensure version control and easy retrieval.
Gatekeeping: Serve as primary liaison for the CEO, managing access, priorities, and communications with discretion.

Gallery & Operations Support:

Acumatica: Create invoices, consignments, and sales orders; ensure data accuracy and timely processing.
Visual Presentations: Compile polished PDF decks and one-pagers with artworks for partners and internal use.
NIBs Distribution: Share New Item Bulletins (NIBs) with gallery partners on each new print release.
Studio Content: Capture photos/videos (iPhone) of the artist painting; share weekly updates via WhatsApp and email to gallery partners (collaborations, events, new works).
Tours & Hosting: Conduct tours as needed; schedule meetings, send calendar invites (Microsoft), and assist on-site for appointments/events.
Travel/event support: travel with CEO and/or President as needed, take notes and assist with photos and videos.
Other ad hoc reports and duties as assigned
Artwork QA & Shipping: Inspect artworks prior to shipment; verify against invoice/COA, frame specs, addresses, and partner requirements.

What We Expect:

Highly organized, detail-oriented, proactive; anticipates needs and stays ahead of the curve.
Comfortable with VIP-level professionalism and strict confidentiality.
Thrives in a fast-paced, ever-evolving environment; friendly, energetic, and respectful in every interaction.
Self-starter with excellent follow-through and ownership mindset.

Required Skills & Qualifications:

Fluent in English (spoken & written); Spanish speaking required. (Portuguese a plus.)
Strong written communication; ability to draft routine correspondence and clear summaries.
Acumatica experience (or strong ERP aptitude) and Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word).
Comfortable with iPhone and WhatsApp; basic photo/video capture for studio updates.
Experience with travel booking (commercial or private).
Competent with basic math (add/subtract/multiply/divide, fractions/decimals).
Strong comprehension of oral/written instructions; quick-thinking, solution-oriented, and highly adaptable.
Proven ability to build trust and maintain confidentiality.
Professional demeanor with a commitment to excellence and quality.

We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Type: Full-time

Pay: Up to $65,000.00 per year

Benefits:

401(k)
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Life insurance
Paid time off
Vision insurance

Ability to Commute:

Miami, FL 33150 (Preferred)

Ability to Relocate:

Miami, FL 33150: Relocate before starting work (Preferred)

Work Location: In person

Quick Apply

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