Executive Assistant Position Available In Miami-Dade, Florida

Executive Assistant Confidential Miami Beach, FL 33139

About Us:

GF Immigration Law – Abogada Julia (GFI) is one of the largest humanitarian immigration law firms focusing predominantly on fighting for undocumented human trafficking victims in aiding them to obtain legal status in the US. Mission-driven and with a client-centered approach, GFI deploys cutting-edge technology with highly specialized legal skills, and a proprietary method to enable clients to obtain their legal status and pave a path to legal residency. As a fast-growing company, representing thousands of clients throughout the country, GFI continues its growth with the goal of making a difference for those that are exploited.

Position Overview:

We are seeking a highly organized, proactive, and adaptable Executive Assistant to provide daily high-level support to the CEO. The ideal candidate will understand the unique needs and working style of a fast-paced executive, ensuring smooth day-to-day operations, effective communication, and strategic support. The role requires the highest level of confidentiality, discretion, and flexibility.

Responsibilities:

Calendar Management and Meeting Coordination :

Organize and update the CEO’s calendars daily, weekly, and monthly, ensuring the CEO is informed, prepared, and punctual for all commitments. Provide notes and background information before every meeting Coordinate, schedule, prepare for, and follow up on meetings, ensuring the CEO has all necessary materials and information.

Email Inbox management:

Manage multiple inboxes Manage four email inboxes efficiently. Reply to emails promptly on behalf of the CEO, unless it requires approval, and follow up on priority emails as necessary. Notify the CEO of any urgent emails and tasks that need immediate attention.

Communication:

Act as a liaison between the CEO and internal/external stakeholders, ensuring timely and clear communication. Serve as a point of contact for the CEO. Work with other executives and their assistants on matters related to the CEO. Responsible for internal and external written communication on behalf of the CEO. Resolves administrative problems by coordinating the preparation of reports, analyzing data, and identifying solutions.

Document Preparation:

Draft, edit, and format Word documents, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization. Renew CEO’s memberships and ensure all requirements needed are met (e.g. Bar Association membership and keep track of CLE’s requirements.

Task Management:

Anticipate the CEO’s needs by breaking down tasks into actionable steps, setting reminders, and ensuring follow-through. Conserve the CEO’s time by reading, researching, collecting, and analyzing information as needed, in advance. Ensure day-to-day matters are attended to by reminding the executive of meetings, daily appointments and tasks to be completed. Manage and monitor all tasks on Upbase, ensuring collaborators keep their assignments updated. Assist the CEO in managing and implementing strategies to optimize focus, productivity, and task completion. Proactively ensure the CEO’s basic needs are met during both office hours and business trips by: Scheduling time for meals and coordinating meal orders or preparation as necessary. Coordinating any necessary breaks to support overall well-being. Maintain a high level of presence and engagement, ensuring the CEO feels supported and connected even during remote work situations.

Time Management and Tasks Support:

Understand and anticipate the unique needs of a busy and fast-paced executive, offering support and strategies to optimize productivity and focus.

Travel Arrangements:

Plan and coordinate travel itineraries, including flights, accommodations, and local transportation, with flexibility for last-minute changes.. Proactively anticipate needs during travel, such as ensuring meals, hydration, and scheduling adjustments to support the CEO’s well-being. Liaise with travel agencies, airlines, and hotels to confirm bookings and address unexpected challenges effectively.

Special Projects:

Take on ad-hoc projects as directed by the CEO.

Content and Event Coordination:

Manage content scheduling, preparation, and platform setup for events like social media lives. Notify and collaborate with the community management team to ensure smooth event execution.

Confidentiality:

Handle very sensitive information with the maximum discretion and maintain confidentiality at all times. Other duties as assigned by the Executive.

Personal:

Act as the point of contact for personal matters. Arrange personal travel and personal reservations.

Coordinate personal travel, reservations, and household management tasks (e.g., scheduling housekeepers, contractors, and vendors). Ensure personal errands, such as prescription refills, are completed in a timely manner.

Crisis Management:

Manage last-minute changes or crises with composure and efficiency.

Requirements and skills:

5-7 years of experience in a similar role, preferably supporting C-level executives in fast-paced environments. Prior experience in managing multiple priorities, high-pressure situations, and sensitive information. Demonstrated expertise in international and domestic travel arrangements, especially for executives with dynamic schedules. Proficiency in English and Spanish (written and verbal communication). Exceptional organizational and time-management skills. Proven ability to manage competing priorities in a high-paced environment. Strong business sense with the ability to decipher priorities and make sound judgment calls. Commitment to excellence, performing duties at the highest level on a consistent basis. Strong communication skills with attention to detail and clarity. Adept at using technology and software tools, including task management platforms and video conferencing tools. Ability to think outside the box with a sense of urgency. Flexible schedule with availability on weekends and after-hours as needed. Ability to travel domestically and internationally on short notice, including flexibility for last-minute travel adjustments. Empathy and alignment with the company’s values: Commitment, Accountability, Passion, Respect, Integrity, and Impact.

Job Type:

Full-timeLocation:

In-OfficeSchedule:

Flexible hours, able to work on weekends.

Benefits:

Comprehensive Health, Gap, Dental, Vision, Life, Short Term, and Long Term Disability insurances. 401(k) plan with 6% company match. Generous Paid Time Off policy plus additional Rewarded Time Off (RTO), Work From Home options available. Join GF Immigration Law – Abogada Julia and be part of a growing team dedicated to significantly impacting the lives of those seeking our help. Together, we can continue to grow and serve our community with commitment, accountability, passion, respect, integrity, and impact.

Job Type:

Full-time Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Schedule:

8 hour shift Day shift Monday to

Friday Work Location:

In person