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Job Description
Executive / Personal Assistant District Cuba Medley, FL Job Details Full-time From $23.86 an hour 17 hours ago Qualifications Foreign language proficiency Spanish Confidential information handling Microsoft Excel Microsoft Outlook Filing Executive administrative support English Driver's License Documentation tools Managing executive calendars Associate's degree Full Job Description About District Cuba District Cuba provides consular services and Cuba-bound shipments to clients across the United States, with offices in Washington, D.C., Houston, Dallas, and Miami. We are a fast-moving, client-focused company that takes pride in handling sensitive matters with accuracy, discretion, and professionalism. The Executive Office is the hub that keeps the Owner organized and the business running smoothly across all locations. Position Summary We are seeking a highly organized, proactive, and trustworthy Executive Assistant / Personal Assistant to support the Owner of District Cuba.
This is a dual role:
you will manage the Owner's professional priorities — calendar, communications, travel, meetings, and follow-ups across multiple offices — while also handling personal and household matters that keep the Owner's day on track. The ideal candidate is fully bilingual in Spanish and English, anticipates needs before being asked, protects confidential information without exception, and operates with sound judgment and a calm, can-do attitude in a fast-paced environment. Key Responsibilities — Executive Support Manage and protect the Owner's calendar: schedule, prioritize, and reschedule meetings, calls, and appointments across the D.C., Houston, Dallas, and Miami offices and across time zones. Serve as the primary point of contact and gatekeeper for the Owner, screening and triaging calls, emails, and messages in both Spanish and English, and responding or routing them appropriately. Draft, translate, proofread, and send professional correspondence, memos, and internal communications in Spanish and English.
Coordinate domestic and international travel:
flights, hotels, ground transportation, itineraries, and any visa or documentation needs, and adjust plans quickly when changes arise. Prepare meeting agendas, take notes, track action items, and follow up with staff and external partners to ensure deadlines and commitments are met. Prepare and organize documents, reports, presentations, and expense records; maintain accurate, well-ordered digital and physical files. Liaise on the Owner's behalf with managers, vendors, clients, government and consular contacts, and other partners with professionalism and discretion. Track deadlines, renewals, and recurring obligations, and proactively flag what needs the Owner's attention. Run special projects and ad-hoc requests from start to finish with minimal supervision. Key Responsibilities — Personal Assistant Handle personal scheduling, reminders, and appointments, keeping professional and personal calendars aligned and conflict-free. Run personal errands and coordinate household, family, and lifestyle logistics as needed. Coordinate personal travel and reservations (dining, events, services) and manage related confirmations and changes. Manage personal documents, renewals, and correspondence, and follow up on personal commitments and deadlines. Anticipate the Owner's day-to-day needs and resolve issues before they become problems, exercising complete discretion at all times. Required Qualifications Fully bilingual — Spanish and English (non-negotiable): able to read, write, and speak both languages fluently and professionally. Based in or able to reliably commute to Miami, FL, and available to work a hybrid schedule (a mix of in-office and remote days). Minimum 3-5 years of experience as an Executive Assistant, Personal Assistant, or in a comparable high-level administrative support role. Proven ability to manage complex calendars, travel, and competing priorities for a senior leader or business owner. Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort learning new tools and apps. Excellent written and verbal communication skills in both languages. Demonstrated discretion and a track record of handling confidential and sensitive information responsibly. Valid driver's license and reliable transportation for errands and in-person tasks. Flexibility to respond to time-sensitive needs outside standard hours when reasonably required. Preferred Qualifications Experience supporting a business owner or C-level executive, ideally in a small-business or multi-location setting. Familiarity with consular services, shipping/logistics, or international/Cuba-related processes. Associate's or Bachelor's degree, or equivalent professional experience. Notary commission (or willingness to obtain one). Core Competencies Discretion & trustworthiness — protects confidential information without exception. Proactivity — anticipates needs and acts before being asked. Organization — manages many moving parts without dropping details. Adaptability — stays composed and effective when priorities shift quickly. Professional judgment — knows when to decide independently and when to escalate. Service orientation — approachable, dependable, and solution-focused. Work Environment & Schedule This is a full-time, hybrid position based in Medley, FL. The Owner and the assistant will establish a regular schedule of in-office and remote days; in-person presence is required for certain meetings, errands, and time-sensitive tasks. Some flexibility outside standard business hours may be needed to accommodate travel and urgent matters. District Cuba is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, or any other protected status.
