Executive/Personal Assistant
Keep Technologies
full-time
Posted on:
Location Type: Hybrid
Location: Miami • Florida • United States
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About the role
- Own and manage the CTO's inbox - triage, respond to routine items, flag urgent issues, and ensure nothing falls through the cracks
- Follow up with third parties, vendors, and stakeholders
- Route tasks and requests to appropriate team members
- Handle sensitive and confidential communications with discretion
- Master calendar management - schedule, reschedule, optimize, and manage conflicts seamlessly
- Coordinate meetings across multiple time zones with internal and external stakeholders
- Prepare meeting agendas, materials, and follow-ups
- Assist with all-hands meeting logistics and coordination
- Book and manage all travel arrangements - flights, hotels, ground transportation, itineraries
- Create detailed travel plans and handle last-minute changes seamlessly
- Coordinate logistics for company events and offsites
- Process payments, expense reports, and administrative paperwork
- Manage contract logistics and route legal documents appropriately
- Support personal tasks and errands as needed (forms, problem-solving, local coordination)
- Use company virtual card for authorized expenses only
Requirements
- 4+ years of Executive Assistant or Personal Assistant experience supporting C-suite executives (preferably CTO, CEO, or founders)
- Exceptional English communication skills - both written and verbal
- Extreme attention to detail - you catch things others miss and nothing slips through the cracks
- Proactive self-starter who takes initiative and anticipates needs before being asked
- Highly responsive with excellent follow-through
- Expert-level calendar management with complex, competing priorities
- Comfortable with both professional and personal assistant duties
- Located in Miami or willing to relocate - must be able to meet in person 1-2x per week
- Excellent judgment with confidential information
Benefits
- Competitive salary
- Comprehensive health benefits
- Flexible hybrid work model
- Professional development opportunities
- Direct partnership with CTO and exposure to executive leadership
- Dynamic, fast-paced environment where you'll make real impact
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
calendar managementtravel arrangementsexpense reportscontract logisticsmeeting coordinationagenda preparationconfidential communicationtask routinglogistics coordinationadministrative paperwork
Soft Skills
communication skillsattention to detailproactive self-starterresponsivenessexcellent judgmentinitiativeproblem-solvingdiscretionfollow-throughtime management