About the Role
Davidson Sales Group is seeking a highly organized, bilingual (English/Spanish) Executive Assistant & Operations professional to provide direct support to our President and Operations Manager while ensuring efficient daily operations across our team. This role blends high-level executive support with hands-on administrative and operational responsibilities. The ideal candidate is a proactive problem-solver who manages multiple priorities with minimal oversight, communicates in both languages, and takes pride in keeping everything on track.
Responsibilities
Executive & Calendar Management
- Manage a dynamic Outlook calendar: scheduling meetings, appointments, and domestic and international travel.
- Manage the inbox daily: flag urgent items, draft responses, and keep communications moving.
- Prepare agendas, capture meeting notes, and track follow-up actions to ensure nothing stalls.
- Maintain visibility on open projects, pending decisions, quotes, and approvals.
- Proofread and draft documents and communications to a high standard of accuracy.
Travel & Logistics
- Book flights, hotels, ground transportation, and dining reservations according to preference.
- Produce clean travel itineraries with all confirmation details, timing, and addresses in one place.
- Monitor for changes or delays and resolve conflicts before they become problems.
Administrative & Operations Support
- Organize and maintain digital and physical files, including Google Drive and shared folders.
- Log and reconcile receipts, expenses, and payments using Excel.
- Download, upload, and manage documents across manufacturer portals.
- Create and edit PDF selection books, spreadsheets, and presentations.
- Communicate with the sales team to ensure timely updates and information sharing.
- Identify operational inefficiencies and propose practical solutions.
- Follow Davidson Sales Group communication procedures, guidelines, and policies.
Personal & Household Support
- Coordinate personal appointments, reservations, and recurring reminders with full professionalism.
- Manage household, property, vehicle, and vendor-related needs as they arise.
- Coordinate with vendors, trades, and contractors.
- Oversee orders, deliveries, returns, and service appointments from start to finish.
Qualifications
- Bilingual in English and Spanish
- Proven experience as an executive assistant, personal assistant, or in a comparable high-trust role.
- Proficient in Microsoft Outlook, Excel, Word, PowerPoint, and Adobe Acrobat.
- Comfortable with Google Drive, SharePoint and web-based platforms; quick to learn new systems.
- Strong written and verbal communication; comfortable representing someone else professionally.
- High level of discretion, integrity, and confidentiality.
- Ability to work independently, resolve issues, and meet deadlines with minimal supervision.
- Equally comfortable handling business and personal support tasks without losing focus.
Schedule
Flexible schedule required, including some evening availability and occasional weekend support. Responsiveness during agreed working hours is expected, with proactive communication when unavailable.
Why This Role Matters
This role is about more than executing tasks; it’s about protecting time, reducing mental load, and keeping the business moving. For the right person, it’s an opportunity to work closely with a great team, build deep organizational knowledge, and make a genuine impact every single day.
Pay: From $65,000.00 per year
Benefits:
- 401(k)
- Flexible schedule
- Paid time off
Language:
- English (Required)
- Spanish (Required)
License/Certification:
- Driver's License (Required)
Location:
- Coconut Grove, FL 33133 (Preferred)
Ability to Commute:
- Coconut Grove, FL 33133 (Required)
Work Location: In person
