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Executive Assistant & Administrative Coordinator
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CEIA USA, LTD
Miami, FL (In Person)
$70,000 Salary, Full-Time
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Job Description
Executive Assistant & Administrative Coordinator
CEIA USA, LTD - 2.8
Miami, FL Job Details Full-time $65,000 - $75,000 a year 6 hours ago Qualifications French Spanish Executive administrative support English Problem-solving Organizational skills Microsoft 365 support AI Personal assistant experience Full Job Description We are seeking an Executive Assistant & Administrative Coordinator to serve as a trusted right-hand to the President while also supporting the project teams on administrative and coordination matters. This is a high-trust hybrid role that combines:- Executive and personal assistance
- Administrative and financial coordination of luxury construction projects This position combines two core dimensions: acting as strategic and personal support to the President and working closely with the project team on operational follow-up.
- Manage a complex calendar across multiple time zones
- Coordinate business and personal travel, both domestic and international
- Organize meetings, prepare materials, and ensure follow-up
- Act as a gatekeeper for communications and priorities
- Manage expenses, documentation, and administrative workflows
- Coordinate vendors and key stakeholders
- Coordinate household staff and service providers
- Manage vehicle logistics and maintenance
- Manage real estate assets and related logistics
- Ensure the smooth day-to-day organization of the President's life Construction Project Coordination In coordination with the Project Director and the Project Manager, the role provides administrative and operational support across the following areas, without holding sole responsibility for all deliverables. Contract and Administrative Coordination
- Draft and manage contracts for subcontractors, suppliers, and vendors
- Ensure proper contractual follow-up and compliance Financial Follow-up
- Monitor invoices and payments
- Ensure consistency between invoices, payments, and project budgets Compliance and Regulatory Oversight
- Track lien releases before payments are made
- Monitor subcontractor insurance policies and renewals
- Track permits and sub-permits Project Coordination and Tools
- Maintain and update project data in Buildertrend
- Track schedules, milestones, and documentation
- Coordinate with project stakeholders