About this opportunity
ONE Sotheby's International Realty lists this Executive Personal Assistant to CEO opportunity in miami, Florida. Review the employer’s description below for duties, qualifications and application requirements.
Job description
Overview
The CEO of ONE Sotheby's International Realty is seeking an extraordinary Executive Personal Assistant who will 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 excels at calendar management, email triage, and follow-through, understands how to protect a CEO’s time, and is comfortable handling strategic logistics as well as 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
The Ideal Candidate
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
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
ONE Sotheby’s International Realty is an Equal Opportunity Employer; participates in E-Verify and conducts background checks.
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Worksite address
miami, FL, 33222, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.