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Executive Assistant
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The Calendar Group
Coral Gables, FL (In Person)
$125,000 Salary, Full-Time
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Job Description
Executive Assistant at The Calendar Group Executive Assistant at The Calendar Group in Coral Gables, Florida Posted in 6 days ago.
Type:
full-timeJob Description:
Our client is seeking a polished and highly organized Executive Assistant to support the CEO of an ultra-luxury real estate development, brokerage, and capital placement firm, as well as its family office affiliate, based in Miami. This is a high-touch, client-facing role focused on execution and relationship management. The ideal candidate is proactive, detail-oriented, and highly intuitive, with a strong ability to anticipate needs and operate seamlessly in a fast-paced, high-expectation environment. They will have experience operating at the intersection of business development and operations, serving as the person responsible for keeping a principals pipeline organized, driving follow-through, and ensuring opportunities, relationships, and transactions continue progressing. This role is heavily centered on CRM management, pipeline oversight, relationship management, and accountability across multiple priorities and stakeholders. Key Responsibilities- Provide high-level administrative and operational support across day-to- day activities
- Own and actively manage the CEO's deal and relationship pipeline within CRM (Attio) and AI tools, ensuring opportunities, relationships, and transactions are accurately tracked and progressing
- Drive follow-up priorities and serve as a central point of accountability for deal flow, ensuring timely execution of action items, contracts, offers, market analyses, and key deliverables
- Maintain CRM data integrity, relationship tracking, and pipeline visibility across multiple business lines
- Manage the CEO's calendar, including scheduling, meeting coordination, and prioritization
- Prepare agendas, briefing materials, and meeting follow-up action items
- Serve as a gatekeeper and liaison to clients, investors, brokers, partners, and external stakeholders
- Manage client-facing interactions, ensuring a seamless, high-touch experience
- Prepare the CEO for meetings with relevant materials, context, and next steps
- Coordinate travel arrangements and itineraries as needed
- Anticipate needs, troubleshoot issues, and manage last-minute changes with efficiency
- Represent the CEO with professionalism in all written and verbal communications Qualifications
- 5+ years of experience as an Executive Assistant supporting a C-level executive, founder, or UHNW principal
- Experience within real estate, private equity, investment firms, wealth management, family offices, or similar high-touch professional environments preferred.
- Demonstrated experience managing pipelines, driving follow-up, and coordinating multiple stakeholders to move opportunities, transactions, or relationships forward.
- Polished, professional, and confident in high-touch client-facing environments
- Strong communication skills with excellent judgment and the ability to read a room
- Tech-savvy; proficient with CRM systems and comfortable using AI tools
- Bilingual Spanish preferred, not required
- Must be authorized to work in the U.S.
- Must pass a background check and provide verifiable references