Our client is seeking a polished and highly organized Executive Assistant to support the Founder/CEO of an ultra-luxury real estate development, brokerage, and capital placement firm, and its family office affiliate based in Miami. This is a high-touch, client-facing role focused on execution, coordination, and follow-through. The ideal candidate is proactive, detail-oriented, and highly intuitive, with a strong ability to anticipate needs and operate seamlessly in a fast-paced, high-expectation environment. This is a highly execution-focused role centered on CRM, pipeline management, and relationship follow-through.
Key Responsibilities- Provide high-level administrative and operational support across day-to-day activities
- Own and actively manage the Founder's deal pipeline within CRM (Attio) and AI tools to track pipeline, prioritize opportunities, and ensure all relationships and deals are moving forward.
- Own and drive follow-up priorities, ensuring consistent progression of deals, action items, and relationships.
- Act as a central point of accountability for deal flow, ensuring contracts, offers, market analyses, and key documents are completed and progressing in a timely manner.
- Manage the Founder’s calendar, including scheduling, meeting coordination, and prioritization
- Prepare agendas, briefing materials, and ensure timely follow-through on all deliverables
- Serve as a gatekeeper and liaison to clients, partners, and external stakeholders
- Manage client-facing interactions, ensuring a seamless, high-touch experience.
- Prepare the Founder for meetings with relevant materials, context, and next steps
- Coordinate travel arrangements and itineraries as needed
- Anticipate needs, troubleshoot issues, and manage last-minute changes with efficiency
- Represent the Founder with professionalism in all written and verbal communications
- 5+ years of experience as an Executive Assistant supporting a C-level executive, founder, or UHNW principal
- Experience in real estate, finance, or family office environments preferred
- Highly organized with exceptional attention to detail and strong follow-through
- Demonstrated ability to manage and move forward multiple priorities or transactions simultaneously.
- Polished, professional, and confident in high-touch client-facing environments
- Strong communication skills with excellent judgment and the ability to read a room
- Tech-savvy; proficient with CRM systems and comfortable using AI tools
- Bilingual Spanish preferred, not required
- Must be authorized to work in the U.S.
- Must pass a background check and provide verifiable references
Skills Required
- 5+ years of experience as an Executive Assistant supporting a C-level executive, founder, or UHNW principal
- Experience in real estate, finance, or family office environments
- Highly organized with exceptional attention to detail
- Demonstrated ability to manage multiple priorities simultaneously
- Polished, professional, and confident in client-facing environments
- Strong communication skills with excellent judgment
- Proficient with CRM systems and comfortable using AI tools
- Bilingual Spanish preferred, not required
What We Do
The Calendar Group is a full-service staffing firm established in 2002, specializing in recruiting experienced support staff for high net worth individuals, family offices, busy executives, and their companies. They provide staffing solutions for both home and office environments.
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