Executive Assistant

About the role

We're looking for a highly organized, detail-oriented Executive Assistant who thrives on keeping people and projects moving, loves nightlife and music culture, and can bring structure and follow-through to a fast-paced business development team. The Executive Assistant provides day-to-day administrative and organizational support to the VP of Business Development, managing calendar and scheduling, meetings, travel, communications, expenses, and follow-up. This role keeps the VP organized and ensures administrative and logistical needs are handled efficiently, allowing the VP and the Special Projects team to stay focused on business development, strategic initiatives, and project execution. This is an entry-level, full-time, on-site position based in Miami, and a great fit for someone early in their career looking to grow inside the live music and events industry.

Responsibilities

• Manage the VP's calendar: schedule meetings, appointments, and calls, and help prioritize competing requests
• Coordinate internal and external meetings, including agendas, materials, and logistics
• Screen and prioritize emails, correspondence, and incoming requests as needed
• Coordinate travel, including flights, accommodations, transportation, and itineraries
• Prepare and process expense reports, reimbursements, invoices, payouts, and related documentation
• Prepare and edit presentations, reports, spreadsheets, and meeting materials
• Attend meetings as needed, take notes, track action items, and follow up with stakeholders
• Serve as a liaison between the VP and internal teams, vendors, partners, and external stakeholders
• Maintain organized files, records, contacts, and contract
• Coordinate logistics for site visits, partner meetings, events, and other business activities
• Assist with research, information gathering, and preparation of briefs or summaries
• Anticipate the VP's administrative and scheduling needs and proactively address outstanding items
• Maintain confidentiality and exercise discretion with sensitive company and executive information

Requirements

• 1 to 2 years of experience in an assistant, coordinator, or administrative role
• Authorized to work in the U.S. (no visa sponsorship)

Skills

• Strong calendar management and scheduling abilities
• Excellent written and verbal communication
• Proficiency in Google Workspace and Microsoft Office (creating decks, spreadsheets)
• Detail‑oriented, able to keep many moving pieces organized
• Proactive anticipation of needs and follow‑through
• Ability to maintain confidentiality and exercise discretion
• Adaptable to changing priorities and last‑minute plan changes
• Passion for live music, nightlife, and after‑dark culture
• Comfort with occasional events, trips, or late nights