Executive Personal Assistant

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Submit your resume to info@insearchsf.com




Miami, Fl (Coconut Grove)


A Miami-based investment firm is seeking an experienced, full-time Executive Assistant (EA) to support the founder and Chief Investment Officer. The EA position requires a level of adeptness, organization and attention to detail associated with supporting a senior executive’s professional and personal life which so often coincide.

The ideal candidate has previously supported one or multiple executives, has a finance background, is familiar with the high-profile business and personal demands often associated with executives, can conduct, and manage several tasks at once and is comfortable in a fast-paced, entrepreneurial office environment. The ideal candidate can anticipate, organize, and manage schedules, interface with clients and vendors of the firm and provide structure for office operations including working with highly sensitive and/or confidential information. The candidate must be self-directed, have both a keen attention to detail and be able to execute with pace, maintain impeccable organizational skills and be an excellent communicator; have strong interpersonal skills and the ability to write and communicate are critical. Qualified candidates shall be in possession of a bachelor’s degree, with a desired minimum five (5) years of experience as an Executive Assistant.


  • Wants to understand things, curious nature, proactive
  • Background in finance or working at a finance company
  • Strong work ethic – available off hours etc.
  • Tactical experience – Senior executive management, private airplane travel, scheduling, organization excellence
  • Mindset – Aware of CEO pressures and challenges; potential of over scheduling, specialized travel and accommodation requests, balancing work and family demands, etc.


  • Schedule Efficiency:
    • Manage and maintain the CEO’s day-to-day activities including owning the coordination and necessary actions to prepare him for meetings and calls, provide email assistance, schedule all travel with related accommodations and other supportive duties
    • Help keep the CEO on track and maintain schedule discipline
    • Monitor decision timelines and understand interdependencies to maximize firm efficiencies and effectiveness
    • Proactive short- and long-term scheduling to effectively streamline future activities to reduce overall firm disruptions
  • Special Projects:
    • Assist the CEO with record keeping, logistics and other duties related to private yacht.
  • Personal Assistance:
    • Assist the CEO with personal matters, often personal life and business life intertwine.
    • Potential for personal errands

Executive Assistant

By |

Submit your resume to info@insearchsf.com

JOB ID: EB-2006045952

POSITION: HR Generalist

  • Requirements

    • Handleand secure confidential Human Resource information and release information to authorized parties.
    • Generating official internal documents such as offer letters, appointment letters, salary slips and warning letters.
    • Creating onboarding plans and educating newly hired employees on HR policies, internal procedures, and regulations.
    • Maintaining physical and digital files for employees and their documents, benefits, and attendance records including federal and state compliance requirements.
    • Creating employee engagement plans, getting necessary budget approval, and initiating activities.
    • Collaborating with outside vendors, upper management, and employees to maintain CSR standards conscripted by authorities.
    • Evaluating employee performance and appraising their pay scale accordingly.
    • Taking appropriate disciplinary action against employees who violate rules and regulations and addressing employee grievances.
    • Process bimonthly payroll through ADP and monitor Time and Attendance as required. Provide payroll and health & benefits reports to Parent Company back-office accounting department bi-monthly.
    • Perform routine clerical tasks such as filing, duplicating, photocopying, and assembling bulk mailing and perform related HR work and ad hoc projects, asassigned/required.


    • Excellent verbal and written communication skills and problem-solving skills and resourceful thinking.
    • Ability to interview new candidates, oversee employee benefits, end-user HR technology and workforce management systems (ADP Payroll and Benefits)
    • Strong empathy and interpersonal skills and detail-oriented, excellent organizational skills.
    • Communicate effectively and professionally, both orally and in writing with third party professionals, government agencies, diverse and multi-cultural clients, staff, and thepublic.
    • Work collaboratively as a team and establish and maintain effectiveworking relationships with others.
    • Use tact, discretion, and prudence in dealing with those contacted in the course ofthe work and independently analyze situations and take appropriate action within established guidelines.
    • Embrace punctuality with a daily sense of urgency to ensure work product is produced at the highest professional level, and on time asrequired.
    • Meet multiple deadlines under pressure, records information and prepares, reports from ADP, Health & Benefits, and other benefits providers.
    • Seeks opportunities to grow personally andprofessionally.


    • Strong business knowledge and capabilities crucial to a successful HR generalist role and responsibilitiesis highly preferred.
    • Modern office practices and procedures and proficient skills utilizing Microsoft Office Products (i.e., Outlook, Word, Excel, PowerPoint, SmartSheet, Adobe, and QuickBooks.
    • Proper English usage including grammar, spelling, punctuation, filing systems,and vocabulary covering common administrative terminology.
    • Fluent in Spanish, notary license, and general knowledge of the mission of thecompany and the population it serves, is desirable.
    • Principles and practices of good customer service and supportivelistening.