Executive Assistant
17 hours ago
Miami
We are a lifestyle brand! We are on a mission to provide the world with simple, wholesome food and beverage items that fit today's lifestyle, offering an intimate - yet fast and consistent - experience to our customers. We love and take pride in what we do, and we currently offer an exciting opportunity to join a thriving and ever-growing brand in this industry. ROLE OVERVIEW We are seeking an exceptional Executive Assistant to provide high-level administrative, organizational, and operational support to our Chief People & Culture Officer and Chief Operating Officer. This is an opportunity for a highly organized, proactive, and resourceful professional who enjoys working closely with senior leaders and playing an important role in helping a growing organization operate effectively. This is more than a traditional administrative role. We're looking for someone who can become a trusted partner to the executives they support, helping them manage their time, stay organized, prepare for important meetings, develop executive-level materials, and maintain focus on the priorities that matter most. The right person will be equally comfortable managing complex calendars, coordinating travel, developing polished PowerPoint presentations, preparing executive briefings, and following through on important commitments. Supporting two executives requires exceptional judgment, flexibility, and the ability to balance competing priorities without losing attention to detail. This individual must be comfortable navigating a fast-paced environment, handling sensitive information, building strong relationships, and taking ownership of responsibilities with minimal direction. We're looking for someone who can take broad direction, organize information, anticipate what's coming, and turn ideas into action. Whether it's building a presentation for an upcoming leadership meeting, preparing a briefing ahead of an important conversation, or making sure commitments don't fall through the cracks, this person takes ownership and makes things happen. Above all, we want someone who makes the executives they support more organized, more prepared, more focused, and more effective. RESPONSIBILITIES: Executive Calendar & Time Management • Manage complex and frequently changing calendars for two senior executives., • Coordinate internal and external meetings, appointments, and commitments., • Prioritize scheduling requests based on urgency, business impact, and executive priorities., • Anticipate scheduling conflicts and proactively recommend solutions., • Build appropriate preparation, travel, thinking time, and follow-up time into executive schedules., • Ensure both executives are prepared for meetings and have the information needed to be effective., • Exercise sound judgment when balancing competing demands on executive time., • Develop a strong understanding of each executive's priorities, working style, and communication preferences., • Protect executive time and ensure calendars reflect the most important business priorities. Executive Meeting Preparation & Briefing • Proactively prepare the Chief People & Culture Officer and the additional executive for upcoming meetings, leadership discussions, presentations, and important engagements., • Review upcoming calendars and identify meetings requiring preparation, background information, materials, or follow-up., • Gather and organize relevant information, reports, agendas, and supporting documents to ensure executives are prepared and informed., • Develop concise meeting briefs outlining the purpose of the meeting, key participants, relevant background, discussion topics, outstanding decisions, and desired outcomes., • Partner with internal stakeholders to obtain information and materials ahead of important meetings., • Anticipate questions, identify missing information, and flag items requiring attention before meetings occur., • Maintain organized reference materials and briefing documents that can be easily accessed when needed., • Help ensure executives enter important meetings with clarity on objectives, decisions, and next steps. Presentation Development & Executive Materials • Create, develop, and refine professional PowerPoint presentations for Executive Leadership Team meetings, department discussions, company initiatives, and other business priorities., • Translate executive direction, rough notes, and initial ideas into well-organized, visually compelling presentations., • Organize information into clear, logical narratives that communicate key messages effectively., • Work with cross-functional partners to collect data, updates, and supporting materials for presentations., • Develop executive-ready materials, including meeting agendas, talking points, briefing documents, organizational updates, and summaries., • Format presentations, reports, and documents to ensure consistency with Pura Vida's brand standards., • Review materials for accuracy, clarity, consistency, and overall quality before executive meetings., • Maintain presentation templates and organize materials for future reference and reuse., • Use modern productivity and AI tools to improve the speed and quality of drafting, presentation development, and meeting preparation while maintaining confidentiality. Executive Communication & Coordination • Serve as a trusted point of contact between the executives and internal and external stakeholders., • Coordinate communication and scheduling with the Executive Leadership Team, department leaders, and business partners., • Assist with managing and prioritizing incoming requests and communications., • Draft, proofread, and coordinate professional correspondence, presentations, and other materials as needed., • Handle sensitive and confidential information with the highest level of discretion., • Ensure important requests and communications receive timely follow-up., • Exercise judgment in determining which matters require immediate executive attention and which can be handled independently or redirected. Meeting Management & Strategic Follow-Through • Coordinate leadership meetings, team discussions, and other executive engagements., • Prepare agendas, presentation materials, briefing documents, and relevant background information., • Understand the purpose and desired outcome of meetings before they occur., • Capture key decisions, action items, owners, and deadlines when appropriate., • Maintain visibility into the Chief People & Culture Officer's key initiatives, commitments, and upcoming deliverables., • Proactively follow up with stakeholders to ensure commitments are completed on time., • Identify potential delays, missing information, and competing priorities requiring executive attention., • Create simple tracking systems and dashboards to provide visibility into outstanding priorities and progress., • Help connect meetings, decisions, and follow-up actions so important initiatives continue moving forward. Travel & Expense Management • Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, reservations, and detailed itineraries., • Anticipate potential travel disruptions and proactively manage changes., • Ensure executives have all necessary information, confirmations, documents, contacts, and logistics before departure., • Prepare and submit expense reports, reconcile receipts, and ensure compliance with company policies., • Coordinate business meals, off-site meetings, and executive events., • Ensure travel and related logistics are handled efficiently and accurately., • Remain responsive when necessary to resolve time-sensitive travel issues. Executive & Departmental Support • Provide administrative and organizational support for key People & Culture initiatives and other executive priorities., • Assist with coordinating leadership events, team meetings, off-sites, and employee engagement activities., • Support the preparation and organization of reports, presentations, and business documents., • Maintain organized files, records, contact lists, and tracking systems., • Help coordinate cross-functional projects and ensure administrative deliverables remain on track., • Assist with planning and coordinating important organizational activities and leadership meetings., • Identify opportunities to simplify processes, improve organization, and create efficiencies. Organization, Prioritization & Problem-Solving • Develop effective systems for tracking priorities, deadlines, decisions, and outstanding action items., • Anticipate needs and address issues before they become problems., • Adapt quickly when priorities change or unexpected situations arise., • Independently resolve routine challenges while knowing when to escalate important matters., • Maintain a high level of accuracy, responsiveness, and professionalism., • Take ownership of assignments from beginning to completion., • Continuously look for opportunities to improve how the executives and their teams operate. REQUIREMENTS: • 5–8+ years of experience supporting senior executives in a fast-paced professional environment., • Previous experience supporting multiple executives simultaneously., • Advanced proficiency in Microsoft PowerPoint, including the ability to independently create polished, executive-level presentations., • Strong proficiency in Microsoft Outlook, Word, Excel, and other productivity and collaboration tools., • Exceptional organizational, time-management, and prioritization skills., • Strong written communication skills with the ability to translate complex information into clear, concise executive materials., • Experience preparing briefing documents, meeting materials, and presentations for senior leadership., • Ability to synthesize information from multiple sources and identify the most important points., • Strong visual judgment and attention to presentation quality, formatting, and storytelling., • Strong judgment and ability to handle confidential and sensitive information., • Highly proactive, resourceful, and solutions-oriented., • Exceptional attention to detail and consistent follow-through., • Ability to work independently and make sound decisions without constant direction., • High emotional intelligence and strong interpersonal skills., • Confidence interacting with senior leaders, employees, and external stakeholders., • Ability to remain calm and composed while managing changing priorities., • Ability to take broad direction and independently produce high-quality work with limited oversight., • Strong sense of accountability, ownership, and professionalism. PREFERRED QUALIFICATIONS: • Experience supporting a Chief People Officer, Chief Human Resources Officer, or other C-suite executive., • Experience working in a growing, entrepreneurial, or founder-led organization., • Background in hospitality, restaurants, retail, or another fast-paced consumer-facing business., • Experience coordinating leadership meetings, company events, and executive off-sites., • Familiarity with AI-enabled productivity tools, including ChatGPT, Microsoft Copilot, and modern collaboration platforms., • Experience developing executive presentations and supporting leadership communications., • Demonstrated ability to build effective working relationships across multiple departments., • Excellent professional references demonstrating trust, discretion, reliability, and performance. AVAILABILITY & FLEXIBILITY: This position requires flexibility and responsiveness to support two senior executives in a dynamic business environment. While the role will generally operate during normal business hours, occasional early mornings, evenings, or urgent requests may arise. The successful candidate will demonstrate strong judgment in distinguishing between urgent priorities and matters that can be addressed during normal working hours. This role requires a strong sense of ownership, commitment, and personal responsibility. BENEFITS: • Health & Wellness – Medical, Dental & Vision, • PTO, • Discounted Meals, • Growth Opportunities, • 401(k) Plan with Company Match The general nature and level of work being performed by persons assigned to this job classification are contained in this job description. This job description should not be construed as an exhaustive list of all responsibilities, essential job functions, duties, skills required and other job requirements of personnel in this role. All employees may be required to perform duties outside of their normal responsibilities from time to time as needed. Management reserves the right to assign or reassign duties and responsibilities to the job at any time. Pura Vida Miami is proud to be an equal opportunity employer. We are committed to creating a workplace where diversity is celebrated and everyone feels welcome, regardless of race, color, religion, national origin, age, sex, sexual orientation, gender identity or expression, disability, veteran status, or any other legally protected characteristic. We believe that building a team with diverse perspectives and experiences makes us stronger, more creative, and more connected to the communities we serve. Agency Disclaimer We’ve got this covered! At Pura Vida Miami, our Talent Acquisition team leads all hiring efforts internally. We do not accept unsolicited resumes from agencies, we mean it. Any resumes sent our way without a signed agreement in place (including those sent directly to our team or hiring managers) will be considered property of Pura Vida Miami and we won’t be responsible for any fees. If you’re interested in partnering with us, reach out to our Talent team first. We’re happy to connect the right way!
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