Executive Assistant to Chief Executive Officer (Hollywood)

Villa Vie Residences

Hollywood, FL 33019

United States

Posted July 6, 2025

{FULL_TIME,INTERN}

Valid until August 5, 2025

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Job Description

Executive Assistant to Chief Executive Officer

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Pay found in job post

Retrieved from the description.

Base pay range

$50,000.00/yr - $75,000.00/yr

Job Title: Executive Assistant to the CEO & Executive Chairman

Location: Hybrid – South Florida (Broward County area preferred)

Reports To: CEO and Executive Chairman

Position Overview

Villa Vie Residences is seeking a seasoned, resourceful, and detail-driven Executive Assistant to provide high-level support to the CEO and Executive Chairman. This is a dynamic role that goes beyond calendar management—you will serve as a strategic partner in helping to structure workflows, ensure follow-through on key priorities, and act as an operational liaison across departments. The ideal candidate is not only experienced and highly organized, but also a self-starter who thrives in a fast-paced, ever-evolving environment. Familiarity with the cruise industry is a plus, but not required.

Key Responsibilities

Executive & Administrative Support

Act as gatekeeper and primary point of contact for all internal and external communications for the CEO and Executive Chairman.
Manage complex calendars, coordinate travel, draft correspondence, respond to inquiries (LinkedIn, Circle, and email), and ensure timely follow-up on executive priorities.
Organize executive meetings, prepare agendas, take minutes, and manage follow-ups to completion.
Ensure confidentiality of all communications, records, and business matters.
Maintain a clear, efficient filing system (digital and physical) for sensitive documents, presentations, and business materials.

Cross-Functional Business Support

Gain a strong understanding of the business model, team structure, and resident dynamics to anticipate executive needs.
Act as a liaison with department heads to align on deliverables, facilitate communication, and track follow-ups.
Monitor and manage special projects and day-to-day tasks on behalf of executives with minimal oversight.
Assist with invoice management and monthly credit card reconciliations across departments.
Track executive and departmental expenditures, allocate expense categories, and support accounting with vendor and payment tracking.
Coordinate vendor purchasing by issuing and managing purchase orders, matching invoices, and ensuring proper delivery and closure of all POs.
Collaborate with relevant departments to ensure procurement aligns with operational priorities and budget.
Maintain the Founders Club database, ensuring all member benefits, credits, and entitlements are up-to-date.
Coordinate with our travel partner to manage Founders’ flight credits and bookings, ensuring compliance with procedures.
Serve as the first point of contact for Founders’ inquiries, delivering timely, respectful support.

Qualifications

Experience

7–10+ years of experience as an Executive Assistant, Chief of Staff, or senior-level administrative partner—preferably supporting C-suite executives.
Experience working in high-pressure, fast-paced environments where priorities shift daily.

Skills

Exceptional organizational and multitasking ability; able to manage competing demands with calm efficiency.
Strong business acumen and ability to anticipate next steps and potential risks.
Excellent communication skills—professional, tactful, and precise in both verbal and written correspondence.
Tech-savvy and proficient with Microsoft Office Suite, QuickBooks, and digital scheduling and communication tools.
Experience handling financial and confidential information with a high degree of accuracy and discretion.

Personal Attributes

Highly proactive and solution-oriented—doesn’t wait to be told what needs to be done.
Composed under pressure, with strong emotional intelligence and a high degree of professionalism.
Loyal, reliable, and responsive with a genuine commitment to supporting the company’s mission.
Adaptable and thrives in ambiguity—comfortable shifting gears and jumping into tasks at various levels.

Working Conditions

Hybrid position with occasional in-person meetings in South Florida.
May require extended hours or weekend availability to support executive needs or company deadlines.
Occasional travel may be requested.

What We Offer:

Medical, Dental & Vision Insurance: Comprehensive coverage with 100% of employee-only medical premiums covered.
Paid Holidays: 8 company holidays plus 2 floating. Holidays annually-including your birthday.
Generous PTO Package: Ample paid time off to support a healthy work-life balance.
Growth & Development: Opportunities for professional development and career advancement.
Competitive Salary dependent on experience ranging between $50,000 and $75,000