797 Best ai Jobs in Miami, Florida (November 2025)

Rich Music Inc

C-Level Executive Administrative Assistant

14 days ago

Miami

Job Description Job Purpose: The Executive Administrative Assistant provides high-level administrative and operational support to the COO and other members of the Executive Leadership Team. This role ensures seamless execution of daily business activities by integrating advanced organizational practices, leveraging AI-driven tools, and applying automation strategies that enhance productivity and communication. The position requires exceptional professionalism, judgment, and discretion, along with the ability to anticipate needs, manage competing priorities, and proactively resolve challenges in a fast-paced entertainment environment. Job Description This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities of this job at any time, with or without notice. ESSENTIAL DUTIES AND RESPONSIBILITIES • Manage complex calendars, email correspondence, travel logistics, and daily priorities for the COO and Executive Team, ensuring alignment with organizational goals., • Manage highly sensitive and confidential matters with utmost professionalism, discretion, and sound judgment, particularly those involving executive decisions, personal affairs, and the company's global operations., • Develop, maintain, and optimize digital workflows and task systems using Notion and Google Workspace to increase visibility, efficiency, and cross-departmental collaboration., • Draft, edit, prepare correspondence, presentations, meeting summaries, reports, and other business documents with precision, professionalism, and confidentiality., • Streamline administrative processes through AI and automation tools (e.g., ChatGPT, Zapier, Make, or similar) to enhance accuracy, timeliness, and efficiency., • Coordinate meetings, events, and conferences-both virtual and in-person-ensuring all logistics, materials, and follow-ups are organized and executed effectively., • Support financial tracking activities, including expense reports, reimbursements, and vendor payments, while maintaining compliance with established company policies., • Conduct research and prepare executive summaries, leveraging AI-assisted insights to support data-driven decision-making., • Manage and maintain organized filing systems and digital documentation across company drives and cloud-based platforms., • Serve as a liaison between internal teams, artists, and external partners, fostering collaborative and professional communication., • Oversee executive social or professional profiles (e.g., LinkedIn) in coordination with the marketing team, ensuring brand consistency and alignment with company objectives., • Foster positive working relationships across departments, including Sales, Operations, Accounting, IT, and Creative, to ensure operational alignment and effective information flow., • Assist with special projects, strategic initiatives, and executive priorities, applying project management principles to ensure timely and successful completion., • Maintain the highest level of confidentiality, discretion, and professionalism when handling sensitive company and personal information., • Perform additional administrative and project management tasks to support executive priorities and organizational objectives. NON-ESSENTIAL DUTIES AND RESPONSIBILITIES In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements. • Provide executive-level administrative support for select personal, creative, and philanthropic initiatives led by the COO/President., • Oversee and review with SVP of Operations on all inventory management systems (Sortly, Google Sheets for merchandise)., • Participate in the evaluation, implementation, and documentation of new technologies, including AI tools, process automations, and digital systems, to enhance efficiency and collaboration., • Contribute to the design, maintenance, and optimization of Notion dashboards, project databases, and knowledge-management templates to promote transparency and team productivity., • Collaborate with internal stakeholders to improve communication systems, workflow processes, and company-wide document organization across all departments., • Assist in coordinating and supporting company events, meetings, and engagement activities that reinforce organizational culture and brand identity., • Responsible for creating, maintaining, and enforcing systems that optimize building operations, including kiosk check-in, office security, liability waivers, and building access compliance., • Oversee and review with the SVP of Operations all inventory management systems (Sortly, Google Sheets, and other merchandise tracking platforms)., • Optimize and conduct monthly reviews with the SVP of Operations on all internal administrative systems, including LastPass, Google Drive, and hard file archives., • Serve as liaison for code compliance and permitting matters pertaining to both company properties (2048 and 2045)., • Perform additional related duties and special projects as assigned by the COO/President or other members of the Executive Leadership Team, maintaining the highest standards of professionalism and confidentiality. SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITY The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation. KNOWLEDGE The individual must have the following level of education, experience and training proficiency in the following areas: Education/Training • Bachelor's degree in business administration, Management, or related discipline __ X_ preferred ___ required, • Minimum of three (3) years providing executive-level administrative support to senior leadership, ideally within the entertainment, creative, or technology industries., • Demonstrated proficiency in Notion or equivalent project management platforms., • Proven ability to utilize AI tools (e.g., ChatGPT, Gemini, Claude) and workflow automations (Zapier, Make, etc.) to optimize administrative functions., • Advanced knowledge of Google Workspace and Microsoft Office Suite, including document creation, data management, and presentation preparation., • Experience managing confidential information and complex scheduling across multiple time zones. SKILLS & ABILITIES The individual must demonstrate the following specific skills and abilities: • Fluent in English and Spanish with strong written, verbal, and comprehension skills., • Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace (G-Suite), with the ability to quickly learn and adapt to emerging technologies and AI-driven tools., • Strong strategic thinking, organizational, and time-management skills, with the ability to anticipate executive needs and prioritize multiple competing demands seamlessly., • Exceptional written and verbal communication skills; capable of drafting executive-level correspondence, presentations, and reports with clarity and professionalism., • Proven project management capabilities, including the ability to coordinate multiple initiatives and meet deadlines in a fast-paced, high-performance environment., • Excellent attention to detail, accuracy, and follow-through, with strong critical thinking and problem-solving abilities., • Demonstrated capacity to identify process improvement opportunities and implement automation or digital solutions that enhance efficiency and workflow., • High degree of professionalism, discretion, and emotional intelligence in managing confidential and sensitive information., • Resourceful, proactive, and capable of working both independently and collaboratively within a dynamic, creative, and fast-paced environment., • Excellent calendar management and prioritization skills; able to maintain focus and composure under shifting priorities or urgent requests., • Sharp, self-driven, and dependable, with an unshakeable work ethic and commitment to excellence., • Flexible and adaptable to the cyclical demands of the entertainment and music industry, including occasional evening or weekend work as needed to meet business requirements., • Consistent attendance and active participation in all required training sessions, meetings, and company events to maintain alignment with organizational goals and standards. AMERICANS WITH DISABILITY SPECIFICATIONS Physical Requirements: The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this job, the team member constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. • Constant (75-100%): Use of standard office equipment including computers, printers, phones., • Frequent (50-75%): Movement within the office environment to file, meet with staff, or access supplies., • Occasional (25-50%): Lifting or moving items up to 25 pounds (e.g., office supplies, equipment shipments)., • Occasionally move, transport, position, place, install, remove up to 25 pounds. Mobility Describe the type(s) of required bending and/or kneeling to include when, why and how often. Ladders: Up to approx.3____feet rarely for office supply management. • Rarely required to continuously stand; walk. Driving • Occasional Driving is necessary. Work Environment • Constant - Typical office setting., • Rare - Occasional errands or off-site events. Converse _X____Critical _____Moderate _____Minimal Explain: Ability to effectively communicate, comprehend, and exchange information with leadership, team members, vendors, business partners, and guests. This includes verbal and non-verbal communication skills necessary for collaboration and information-sharing. Observe _X____Critical _____Moderate _____Minimal Explain: Ability to accurately observe, identify, and analyze data, documents, and visual cues to support decision-making and operational efficiency. Literacy __X___Critical _____Moderate _____Minimal Explain: Proficiency in reading, understanding, and analyzing complex information, including technical instructions, reports, and abstract concepts. Must be able to define problems, gather data, and draw sound conclusions from varied information sources. Chemicals/Agents Describe any chemicals/agents to include what they are, warnings and frequency of use. • High multitasking, prioritization, and decision-making required to manage concurrent projects, deadlines, and stakeholder needs. "Rich Music and all affiliates are an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law."

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