Position Overview
The CEO of ONE Sotheby’s International Realty is seeking an extraordinary Executive Personal Assistant to serve as the operational backbone of a fast-moving, multi-business executive. This role is not entry-level and is not administrative support only. It is a high-trust, high-performance position for someone who thrives on complexity, precision, discretion, and ownership.
The ideal candidate is exceptional at calendar management, email triage, and follow-through, understands how to protect a CEO’s time, and is equally comfortable handling strategic logistics and small but essential personal tasks. This person takes pride in being indispensable.
Core Responsibilities
Calendar & Time Management (Critical)
• Own and manage multiple, highly complex calendars across several businesses and personal commitments
• Strategically prioritize meetings, travel, and commitments to maximize CEO effectiveness
• Anticipate conflicts before they arise and proactively resolve them
• Prepare daily and weekly schedules with context, priorities, and prep notes
• Ensure the CEO is always in the right place, at the right time, fully prepared
Email Management & Communication
• Act as the first line of defense for all inboxes
• Read, filter, prioritize, and draft responses on behalf of the CEO
• Identify urgent vs. non-urgent matters and escalate appropriately
• Maintain clear systems for follow-ups, responses, and delegated items
• Ensure nothing slips through the cracks
Follow-Up & Execution
• Track action items from meetings, calls, and conversations
• Proactively follow up with internal teams, external partners, clients, and vendors
• Hold others accountable to timelines and deliverables
• Create simple systems to ensure consistent execution and closure
Personal & Administrative Support
• Handle a wide range of personal and professional tasks (scheduling appointments, travel coordination, errands, special requests)
• Manage logistics for events, meetings, and travel
• Serve as a trusted gatekeeper and representative of the CEO
• Handle confidential and sensitive information with absolute discretion
Operational Support
• Assist in managing workflows across multiple businesses
• Coordinate with internal teams and leadership
• Prepare documents, agendas, and briefing materials as needed
• Identify inefficiencies and proactively suggest improvements
Requirements
*Local Candidates Only*
*Bilingual English/Spanish Strongly Preferred*
The Ideal Candidate
This role is for someone who:
• Is exceptional at calendar and email management — this is non-negotiable
• Is highly organized, detail-oriented, and systems-driven
• Thrives in fast-paced, high-expectation environments
• Is not afraid to handle small tasks and understands that excellence lives in the details
• Thinks ahead, anticipates needs, and acts proactively
• Communicates clearly, professionally, and confidently
• Is calm under pressure and solutions-oriented
• Takes pride in being reliable, responsive, and indispensable
Required Experience & Skills
• 5+ years supporting a senior executive, CEO, founder, or principal (real estate or entrepreneurial environment preferred)
• Proven experience managing complex, multi-layered calendars
• Exceptional written and verbal communication skills
• High proficiency with Google Workspace, Outlook, scheduling tools, and task management systems
• Strong judgment, discretion, and emotional intelligence
• Ability to manage competing priorities without dropping the ball
Personality & Mindset Fit
• Ownership mentality — “this is my responsibility”
• No ego, no task too small
• Highly trustworthy and loyal
• Polished, professional, and confident
• Naturally organized and energized by structure
• Values excellence and continuous improvement
Why This Role Matters
This is a mission-critical position supporting a CEO who leads multiple businesses within a globally respected brand. The right person will become a trusted partner, not just support staff — enabling the CEO to operate at the highest level.
Benefits
Job Type:
· Full-time; the position will be performed in an office setting.
- Competitive salary
- Health, dental, and vision benefits
- Professional development opportunities
- Collaborative, innovative, and supportive team environment
- Opportunity to make a direct impact on brand growth and market presence
MDLV, LLC dba ONE Sotheby's International Realty is an Equal Opportunity Employer; participates in E-Verify and conducts background checks.
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What We Do
ONE Sotheby’s International Realty is South Florida’s premier source for luxury real estate and development opportunities. We offer a network of 1,000 of the world’s most passionate and committed professionals, backed by a global brand with a heritage of unsurpassed quality, value, and trust. For nearly 300 years, the Sotheby’s name has exemplified the promise of a life well lived and this heritage has been the foundation of ONE Sotheby’s International Realty since our founding in 2008.
In addition to its luxury brokerage division, the firm also boasts a development sales division representing some of South Florida’s most successful and prestigious condo developments with a total inventory of over $3.5 billion.
As markets evolve, core values, like leadership, integrity and vision, endure. At ONE Sotheby’s International Realty, these values are supported by market knowledge and insights, the latest technology, and a global backbone of support and service, all grounded in the belief that the best experiences inspire the best decisions.
