Executive Assistant

**Please note: This position is not with EfficientAide. It is a full-time, in-person opportunity with one of our clients located in Aventura, FL. The client's identity will remain confidential until the second interview stage.

Description

Executive Assistant (Full-Time, In-Person)

Location: Aventura, FL

Compensation: $65,000 - $75,000 annual salary

Schedule: Monday-Friday, 9:00am-5:00pm

Benefits: Health plan contribution, 401(k), PTO, Sick Days, Paid Holidays

Employment Type: Full-time, in-person

About the Company

We are a privately held investment and property management organization with a growing portfolio across multiple states. The company operates with a lean, fast-moving team and emphasizes operational excellence, integrity, and a highly entrepreneurial mindset. While small in structure, the organization manages a diverse set of assets and business initiatives, requiring disciplined execution, strong organization, and proactive problem-solving. (Client name intentionally omitted.)

About the Role

We are seeking a highly organized, proactive, and resourceful Executive Assistant to support the CEO and contribute to various operational and administrative functions across the company. This is a dynamic role that blends executive support, office management, personal assistance, administrative property management, and light marketing/social media support.

Success in this position requires someone who leads with integrity, takes initiative without waiting to be asked, solves problems independently, strives for excellence in all details, and consistently shows up as a collaborative teammate.

This is an ideal opportunity for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and wants to be a true right hand to a founder.

Core Values

• Lead With Integrity
• Take Action
• Be a Problem Solver
• Strive for Excellence
• Be a Good Teammate

Key Responsibilities

Executive Support

• Manage CEO's calendar, email, priorities, reminders, and day-to-day workflow
• Coordinate domestic and international travel, itineraries, reservations, and logistics
• Handle correspondence, document preparation, and file organization
• Assist with due diligence tasks when new deals are under review (research, calls to counties/police departments/brokers, requesting reports, gathering information)
• Serve as admin for multiple software systems, including Microsoft 365 access management

Office & Operations Support

• Maintain a clean, organized office environment (coffee setup, supplies, tidiness)
• Manage mail: open, scan, organize, track, send, and coordinate shipments
• File management-both physical and digital-especially organizing OneDrive
• Maintain and update SOPs (not writing from scratch, but organizing + ensuring documentation is current)
• Assist with marketing materials procurement (signs, flags, property materials)
• Support recruiting tasks: posting job listings, screening initial applicants, updating listings, follow-up communication

Property Management Administrative Support

• Assist with updates and follow-ups in the Zoho CRM
• Post and maintain listings on MLS
• Oversee renewal timelines for licenses and permits (dealer licenses, park licenses, compliance deadlines)
• Support operational communication with teams in the US and internationally
• Assist Operations Manager with property management tasks as needed

Social Media & Marketing Support

• Maintain and update company LinkedIn, Facebook, Instagram
• Upload posts, listings, updates, and basic marketing content (no deep marketing expertise required)

Personal Assistance

• Run personal errands (returns, post office, picking up/dropping off items)
• Coordinate car servicing and other personal logistics as needed

General Expectations

• Maintain confidentiality and professionalism at all times
• Communicate concisely: bullet points, clarity
• Ability to learn software used by the company quickly, document information, and avoid repeated questions
• Be comfortable asking direct, clarifying questions when needed
• Use tools like ChatGPT to independently solve problems

Required Skills & Experience

• 2+ years of experience in an Executive Assistant, Administrative, Operations, or similar role
• Highly tech-savvy; strong proficiency with Microsoft 365 and ability to serve as an internal admin
• Experience with CRM systems (Zoho preferred but not required)
• Strong organizational and time management skills
• Excellent written and verbal communication
• High attention to detail; able to manage multiple priorities concurrently
• Must be resourceful, proactive, and highly dependable
• Comfortable supporting both business and personal tasks
• Bilingual (English/Spanish) strongly preferred

Compensation & Benefits

• Salary: $65,000 - $75,000 (based on experience)
• Health Plan: Company covers a significant portion of monthly premium; employee covers balance depending on plan selected
• 401(k): Available (no employer match at this time)
• Paid Time Off & Sick Days: PTO accrues following 90 days of employment; includes 8 paid holidays

Ideal Candidate Profile

You are someone who:

• Learns fast and documents as you go
• Does not need repeated explanations
• Moves quickly, independently, and confidently
• Uses tools and research to self-solve
• Thrives in a no-drama, action-oriented environment
• Likes variety and being the "go-to" problem solver
• Enjoys supporting a driven CEO and dynamic company

Salary

$65,000 - $75,000 per year