Office Operations Manager Jobs in Florida

About the Role

We are seeking a highly organized, proactive, and trustworthy Personal Assistant to the CEO (Private Office & Business Operations) to provide direct support to the CEO of a rapidly growing company with significant expansion plans.

This is a high-performance, high-trust position designed for an individual who can manage complexity, anticipate needs, solve problems independently, and ensure that the CEO’s professional and personal administrative priorities are executed with precision.

The successful candidate will serve as a key partner to the CEO by managing executive priorities, coordinating business and personal logistics, supporting special projects, and ensuring seamless execution of daily commitments.

This role requires exceptional discretion, reliability, attention to detail, and the ability to operate independently with minimal supervision.

Key ResponsibilitiesExecutive & Business Support

• Manage and optimize the CEO’s calendar, schedule, priorities, and daily commitments.
• Coordinate meetings, appointments, calls, and events to ensure efficient use of the CEO’s time.
• Prepare daily schedules, reminders, and briefing materials as needed.
• Coordinate communication between the CEO, leadership team, employees, vendors, partners, and external contacts.
• Track follow-ups, deadlines, and commitments to ensure timely completion.
• Anticipate potential issues and proactively develop solutions before they impact operations.

Travel & Logistics Management

• Coordinate domestic and international travel arrangements, including:
• Flights
• Hotels and accommodations
• Transportation
• Travel itineraries
• Meeting logistics
• Maintain CEO travel preferences and ensure a seamless travel experience.
• Handle last-minute travel changes and unexpected logistical challenges.
• Coordinate occasional business travel with the CEO when required (approximately 1–2 trips per quarter).
• Support preparation for business trips, meetings, and executive events.

Private Office & Personal Administration Support

• Provide confidential administrative support related to the CEO’s personal and professional responsibilities.
• Coordinate personal appointments, reservations, and scheduling needs.
• Assist with personal logistics, including shopping, purchases, errands, and special arrangements.
• Coordinate healthcare-related appointments and personal administrative needs.
• Assist with prescription coordination and wellness-related administrative tasks.
• Support household-related logistics by coordinating with vendors and service providers, including:
• Home maintenance providers
• Cleaning services
• Repairs
• Other personal service vendors
• Maintain strict confidentiality regarding personal, family, financial, and business matters.

Vendor & Administrative Coordination

• Build and maintain professional relationships with vendors, service providers, and external partners.
• Coordinate service requests, follow-ups, and administrative matters.
• Assist with invoice organization, expense tracking, and payment coordination.
• Maintain organized records and documentation related to executive activities.
• Ensure vendors and service providers meet expectations regarding quality, timing, and execution.

Business Operations Support

• Provide occasional support with company initiatives and special projects.
• Assist with operational coordination across departments when requested.
• Provide administrative support related to executive priorities and strategic initiatives.
• Occasionally assist with company events, warehouse activities, or operational projects.

Required Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, Executive Coordinator, Office Manager, or similar high-responsibility role.
• Experience supporting a founder, CEO, executive, entrepreneur, or high-demand professional preferred.
• Exceptional organizational skills with strong attention to detail.
• Ability to manage multiple priorities simultaneously without losing accuracy.
• Strong problem-solving skills and the ability to take initiative.
• Excellent verbal and written communication skills.
• Ability to handle confidential and sensitive information with professionalism.
• Strong judgment, discretion, and reliability.
• Ability to work independently and anticipate executive needs.
• Must be located in or near Miami, FL.
• Ability and willingness to work in an on-site environment.

Preferred Experience

Candidates with experience in the following environments are strongly encouraged to apply:

• Executive support for CEOs, founders, or entrepreneurs.
• Private office management.
• Luxury hospitality, concierge, or VIP services.
• High-level administrative coordination.
• Travel management and executive logistics.
• Vendor and household service coordination.

Compensation & Benefits

Salary Range: $54,000 – $64,000 annually, depending on experience and qualifications.

Additional compensation may include:

• Performance-based annual bonus opportunity.
• Paid business travel expenses.
• Medical, dental, and vision benefits.
• Paid time off and company holidays.
• Professional growth opportunities within a rapidly expanding organization.

What Success Looks Like

A successful Personal Assistant will:

• Ensure the CEO is consistently prepared, organized, and able to focus on strategic priorities.
• Manage complex schedules and logistics with accuracy and professionalism.
• Resolve problems before they become interruptions.
• Maintain strong relationships with vendors, partners, and internal teams.
• Handle sensitive information with complete confidentiality.
• Become a trusted operational partner who improves the CEO’s efficiency and effectiveness.

This Role Is Not For Someone Who:

• Requires constant direction or supervision.
• Struggles with organization, follow-through, or attention to detail.
• Is uncomfortable managing multiple priorities in a fast-paced environment.
• Does not understand the importance of confidentiality and trust.
• Prefers a strictly defined routine with limited responsibility.

Application Requirements

Applicants should provide:

• A brief explanation of why they are a strong fit for this role.
• Examples of situations where they managed multiple responsibilities with accuracy and discretion.
• Examples of supporting executives, business leaders, or high-demand professionals.

Work Location: Miami, FL – On-site

Pay: $54,000.00 - $64,000.00 per year

Benefits:

• Flexible schedule

Work Location: In person