Job Facts

Job Status: CLOSED

Job Title: Special Project Manager / Personal Assistant

Location: Miami, FL 33131

Industry: Finance / Investment

Market: Americas

Reporting to: Owners

Direct Reports: None

Languages: English (Spanish would be a plus)

Salary Range: (USD) $80k to $95k base (no bonus)

Visa: No sponsorship possible

Job ID: CW23-031

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Industry(ies): Financial Services,

Function(s): Administrative,

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Job Description

Company Description

Our client is a small and dynamic investment firm located in Miami. The company operates internationally, and its business activities encompass an array of investment opportunities.

Objective of the Role

Our client is seeking to hire a versatile and highly motivated Special Project Manager who will also be responsible for the dual role of Executive Assistant and Personal Assistant to a small team of high net worth business executives. This role will demand a diverse set of skills to not only support the executive team with their day-to-day responsibilities but also lead and manage special projects such as coordination of residential properties and company assets, like the corporate plane. 

Ideal Profile

The ideal candidate is a highly resourceful, proactive, and self-driven individual with excellent critical thinking abilities. They should be able to thrive in a fast-paced environment and effectively manage multiple priorities. With a minimal training phase, the candidate must possess the ability to take initiative, think outside the box, and find innovative solutions to challenges. The successful candidate will have a background in project management, administrative support, and will be well-versed in corporate governance and compliance.

Responsibilities

  • Coordinate the management of two residential properties which are also used for commercial purposes, through liaising with the property managers.
  • Coordinate and oversee the management of the company plane via a management company, including logistics and regulatory compliance.
  • Manage executives’ schedules, including arranging meetings, appointments, and travel itineraries.
  • Assess the feasibility and costs of special projects, including researching, proposing, and implementing solutions.
  • Evaluate the total cost associated with company plane trips, including calculating parking fees, hotels, and meals for the crew, ensuring cost-effectiveness and compliance with company policies.
  • Provide personal assistance to the executive team as required (all the way down to picking up their dry cleaning for example!)
  • Maintain confidentiality and exercise discretion in all interactions and communications.
  • Foster relationships with stakeholders and partners to ensure smooth operations.

Requirements

  • A Bachelor’s degree in Business Administration, Finance, or a related field. A Master’s degree will be a plus.
  • A minimum of 5 years of experience in a similar role with a track record of managing special projects and providing executive support.
  • Exceptional organizational skills and attention to detail.
  • Excellent verbal and written communication skills.
  • Strong analytical and critical thinking skills, with the ability to make well-informed decisions.
  • Proficiency in Microsoft Office Suite and project management tools.
  • Ability to work independently with minimal supervision and training.
  • Discretion and integrity in handling confidential information.
  • Flexibility to accommodate the demands and schedules of executives.
  • Appreciated previous titles: Executive Assistant, Chief of Staff, Personal Assistant, Special Project Manager