Executive Assistant

Executive Assistant at The Palmetto Concierge by Paige Irvin LLC Executive Assistant at The Palmetto Concierge by Paige Irvin LLC in Coral Gables, Florida Posted in 9 days ago.

Type:

full-time

Job Description:

COMPANY:

OWN IT Coaching Own It Coaching is a fast-growing health and wellness company dedicated to helping executives and business owners run their health and body the same way they run their business: with intention, data, and relentless ownership. We combine elite health coaching with medical expertise to help high-performers optimize their physical health, energy, and longevity. Our team is small, high-performance, and deeply committed to the people we serve. We are looking for someone who matches that energy.

About The Role:

We are looking for a Miami-based Executive Assistant & Events Coordinator to join our team in a high-trust, founder-facing capacity. This role is the operational heartbeat behind our founder's public presence and our Miami-based events. You will serve as Justin Roethlingshoefer's executive assistant, manage our speaking stage relationships and contracts, and lead on-the-ground logistics for Own It's signature in-person programming in Miami. This is not a behind-the-scenes administrative role. You will be communicating directly with senior executives at organizations like Vistage and Entrepreneurs' Organization, managing contracts, and ensuring that every Own It event runs flawlessly. If you are organized, proactive, relationship-driven, and thrive in a fast-moving environment where no two days look the same.

Responsibilities:

40%

• Executive Assistant to Justin Roethlingshoefer, Own It Founder Manage Justin's calendar, email, scheduling priorities, and day-to-day logistics Coordinate travel, accommodations, and ground transportation Prepare briefing documents, meeting agendas, and follow-up materials Handle correspondence and communications on Justin's behalf, as directed Anticipate needs and proactively manage logistics ahead of key meetings, events, and commitments Provide in-person support at Own It and Holy Health events, including Optimization Day, Redeemed, and other live experiences 40%•Speaking Engagements & Podcasts Lead Justin Roethlingshoefer's speaking strategy with a focus on high-value audiences and client conversion Evaluate, prioritize, and manage speaking opportunities across executive peer groups and industry networks Build and maintain a pipeline of speaking engagements, including Vistage, EO, Convene, T21, and new executive communities Track speaking performance and conversion metrics to refine strategy and maximize ROI Build relationships with event organizers, chapter leaders, and booking contacts Develop proactive outreach systems to secure new stage opportunities Own podcast outreach, booking, and appearance coordination 20%•In-Person Event Management Manage all event booking logistics, contracts, speaker agreements, and pre-event coordination Serve as the primary point of contact for Vistage Chair relationships across active chapters Manage EO chapter relationships and maintain the speaking calendar Maintain and deepen relationships with current CEO peer groups and executive organization partners Ensure Justin is consistently positioned and booked into the highest-value opportunities within existing partner organizations

Requirements:

2-3 years of experience in executive assistant, operations coordinator, event management, or a closely related role Track record of managing a senior executive's calendar, travel, and priorities independently Comfortable communicating confidently with senior executives and organizational leadership Experience with contract review, vendor management, or event logistics Miami-based and available for in-person event support (this is a non-negotiable requirement) Exceptionally organized: you manage multiple priorities simultaneously without dropping anything Proactive and self-directed: you solve problems before they get flagged and you don't wait to be told what to do Strong written and verbal communicator: you represent the brand professionally in every interaction Bachelor's degree preferred, though equivalent experience will be considered

Bonus Points:

Experience supporting a founder, public speaker, or high-profile executive Familiarity with speaking bureaus, Vistage, EO, or similar executive networking organizations Background in health, wellness, coaching, or a mission-driven organization Experience using HubSpot, Google Workspace, or Slack in a professional setting

More About Own It Coaching:

Competitive salary with a performance bonus, health insurance contribution, and

SIMPLE IRA

company contribution Work directly with the founder and leadership team of a company with real momentum A role with genuine ownership: you will run your functions, not just support someone else running them In-person presence in Miami with a team that values culture, performance, and growth A company that practices what it coaches: we take personal ownership and professional growth seriously