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Executive Assistant

Executive Assistant

Bloom Search InternationalMiami, FL, United States
11 hours ago
Job type
  • Full-time
Job description

The Operations Manager / Personal Assistant ensures the smooth running of a luxury lifestyle business while providing high-touch executive support to the Founders. The position blends day-to-day operations, vendor and event coordination, light finance / admin, and confidential diary, travel, and communications management. The ideal hire is hospitality-minded, highly organised, and comfortable switching between strategic coordination and hands-on execution.

Responsibilities

Business operations

  • Own daily operations across studio / office / showroom; maintain SOPs, calendars, deadlines, and critical paths.
  • Source, negotiate, and manage vendors (studios, caterers, couriers, production, facilities, freelancers).
  • Coordinate product, sample, and inventory logistics; oversee shipping, receiving, and presentation standards.
  • Plan and deliver brand events, pop-ups, and client appointments; manage guest lists, run-of-show, and post-event debriefs.
  • Implement and maintain lightweight systems (project boards, trackers, templates) that improve speed and consistency.
  • Support basic finance admin : PO creation, invoice reconciliation, expense tracking, budget vs. actuals, and month-end packs.

Executive support (PA)

  • Gatekeep and manage the Founder’s diary; schedule across time zones and align internal / external stakeholders.
  • Arrange complex domestic / international travel, visas, itineraries, and concierge-level arrangements.
  • Draft, proof, and send correspondence; prepare briefs, decks, and post-meeting actions.
  • Run personal errands and household coordination as required (discretion essential).

    • People, facilities & compliance

  • Coordinate onboarding logistics, training schedules, and freelancer contracts.
  • Oversee office upkeep, H&S basics, insurance renewals, and asset registers.
  • Maintain confidentiality, data hygiene, and brand standards at all times.
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    Executive Assistant • Miami, FL, United States