Executive Assistant to the CEO

Surface is looking for a professional, friendly and highly-motivated Executive Assistant to provide one-on-one support to our CEO. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, have strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This person must be based in Miami, Florida.

Administrative Responsibilities:

  • Manage calendars, arrange travel & accommodations, and organize day-to-day support for the CEO, serving as the ultimate gatekeeper
  • Promote greater efficiency by better organizing meetings and process around meetings for CEO
  • Answer and route phone calls, mail, and e-mail messages; composing and preparing response correspondence, all of which need to maintain utmost confidentiality
  • Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping him updated
  • Manage expense reports and receipt documentation
  • Arrange travel plans, itineraries, and agendas; compile documents for travel-related meetings
  • Anticipate needs of CEO with minimal direction or oversight
  • Assist the CEO with booking reservations for meetings and private events for Surface clients and/or investors
  • Assist the CEO with his social media accounts and online presence

Managing Internal/External Communications:

  • Serve as point of contact and liaison for portfolio companies to ensure open lines of communication, efficient meeting agendas/follow-ups and execution/delivery on requests
  • Investor relations: ensuring the CEO is on top of reports, retrieve corporate documents, records, and maintain/manage an organized database system accordingly
  • Work as a team with other executives and business partners to make sure the CEO has all necessary resources
  • Provide the CEO with daily recaps: Working with various departments to pull information/ reporting to ensure he has the necessary information
  • Create and edit presentations, documents and reports for CEO as required

Miami-Specific Qualifications:

  • Assist with logistics and operations for a retail gallery space we are opening in Miami
  • Strong knowledge of the ins and outs of the local Miami lifestyle and entertainment/hospitality industry –– you’re well versed in the top restaurants, bars, private member clubs, and venues, and are able to easily coordinate reservations and private events for the CEO and Surface clients/investors as needed
  • Ability to work independently in a remote environment, keeping in consistent daily communication with the CEO and the Surface team
  • Ability to travel to, and work out of, the CEO’s home office in Miami Beach up to a few days per week/as needed until Surface’s office is relocated to the area
  • Assist the CEO with any personal errands or requests as needed, in an effort to alleviate a packed schedule and ensure that business tasks are able to be prioritized by the CEO

General Qualifications:

  • You are a forward-looking thinker, who actively seeks opportunities and proposes solutions
  • Prior experience working in Media/Publishing or a related industry, and has a general understanding of the world of art and design
  • At least 2-3 years of professional office administration and client-facing experience
  • Solid working knowledge of office processes and business policy development
  • Proficiency in GSuite (Gmail, Gcal, Gdrive, Docs, Sheets), Adobe Acrobat, Keynote, and Social Media platforms
  • Great interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy
  • Excellent organizational skills, you’re resourceful and are very detail and deadline-oriented by nature
  • Ability to work across teams and with a variety of projects and constituencies
  • Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Ability to demonstrate proactive approaches to problem-solving with strong decision-making capability