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
