Executive Assistant

Position Summary

The Executive Assistant will manage complex calendars, coordinate high‑visibility initiatives, and serve as a trusted partner to senior leadership. This role will also play a key role in internal communications, cross‑functional coordination, and company culture initiatives. The Executive Assistant will provide strategic and operational support to our CEO and Executive Leadership Team (ELT). This role is designed for a polished professional who thrives in a fast‑paced environment, anticipates needs before they arise, and brings exceptional judgment, discretion, and organizational excellence to every interaction.

• Manage and coordinate the CEO’s complex calendar, ensuring alignment with priorities and strategic objectives
• Book, coordinate, and troubleshoot domestic and international travel arrangements
• Prepare, submit, and track CEO expense reports
• Draft, edit, and format documents, spreadsheets, and presentations in Word, Excel, and Power Point
• Prepare reports and presentations with accuracy and professionalism
• Prepare and refine slide decks for ELT and SLT meetings
• Lead and support project management initiatives as assigned by the CEO
• Administer office space assignments and seating plans for the Miami office
• Coordinate vendors needed for facility upkeep and improvements
• Coordinate company holiday parties, leadership events, and special gatherings
• Organize Board of Directors meetings, maintain the Board calendar, and support Board‑related logistics
• Approve vacation requests, travel requests, and expense reports on behalf of the CEO
• Participate in and contribute to the Miami site Health & Safety Committee

• Coordinate ELT meetings, offsites, and strategic planning sessions
• Manage SLT meeting calendars and scheduling needs
• Maintain the ELT group calendar and oversee team‑wide activities and commitments
• Provide administrative support for department offsites, including Commercial Summit, Operations Summit, and other leadership gatherings
• Provide occasional travel support for ELT members as needed

• Distribute company‑wide communications, including “all hands” emails, Outform Insider videos, and CEO/ELT announcements
• Draft internal memos, announcements, and communication materials to support CEO and ELT messaging
• Support ELT and HR functions with internal communication regarding culture initiatives
• Ensure clarity, consistency, and professionalism in all internal communications

• Serve as backup to the Miami Receptionist as needed
• Act as an escalation point for administrative support matters, providing guidance to the Administrative Assistant in the Miami office

• Bachelor's Degree required
• 5+ years of executive support experience, with at least 3 years supporting C‑suite leaders
• Exceptional organizational skills with the ability to manage multiple priorities under tight deadlines
• Strong written and verbal communication skills; able to draft polished, executive‑level communications
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proven ability to handle confidential information with discretion and professionalism
• Strong project management skills and comfort working cross‑functionally
• A proactive, resourceful, and solutions‑oriented mindset
• Ability to work onsite in Miami and support occasional after‑hours or urgent needs

• Working conditions are in a normal office environment.
• While performing the duties of this job, the employee is regularly required to walk; sit and stand; using the hands to handle, finger, or feel objects, tools, or controls
• Occasionally, the employee must crouch or kneel
• The employee must occasionally exert or lift up to 20 pounds
• Successful performance requires good eyesight with or without corrective lenses
• Requires long periods of time working at a computer and includes phone work
• Some travel may be required for special company events (for example in Union City CA or Chicago)

• Excellent communication, problem‑solving and stakeholder management skillsets
• Strategic and innovative thinker, excelling with a high degree of autonomy in entrepreneurial environments
• Great communicator who can distill powerful messages that resonate with clients
• Proactive and able to command respect through intelligence, hard work, and persistence
• Problem‑solver, with a consistent track record of flawless project execution
• Personal passion and fervor for utilizing enabling technologies
• Strong organizational skills, and the ability to adhere to deadlines
• Strong interpersonal skills, with the ability to drive decision‑making
• Continuous and thoughtful listener, able to learn from clients and leverage input
• Strong personal work ethic focused on high priority issues; action and results oriented