Executive Operations, Events and Travel

About the role

We are looking for an experienced Executive Assistant who goes beyond traditional EA support and acts as a key partner in executive operations, event coordination, travel, and guest management.

Responsibilities

• Take ownership of the CUO complex and dynamic calendar, scheduling across time zones to optimize time management and resolve conflicts.
• Arrange global travel and ensure all commitments align with business priorities.
• Compile documents for meetings and conduct basic research to draft documents as requested.
• Maintain files to be accessed and retrieved efficiently, while always maintaining confidentiality.
• Manage and update the CRM database, ensuring client contacts, interaction logs, and distribution lists are accurate and current.
• Proactively address any ad hoc or unplanned tasks.
• Prioritize conflicting needs, follow up on sensitive issues addressed to the CUO, and determine the appropriate course of action, referral, or response.
• Produce deliverables and handle tasks that free the CUO to focus entirely on core strategic projects.
• Handle all travel arrangements, including flights, hotels and itineraries, as well as preparing and submitting expense reports.
• Responsible for expense management in coordination with the office manager.
• Collaborate and coordinate with Office Manager and other executive assistants, mainly in the headquarters.
• Support other executives as needed.
• Contribute to project coordination and process improvement.
• Provide a professional experience for external visitors, managing meeting logistics and hospitality.
• Organize and coordinate events, including logistics and travel arrangements for attendees, whether in Miami or other locations.
• Assist with local accommodation and transportation for clients, visitors from other MS Re offices, including the Global headquarters.
• Support executive meetings and internal and external events with tailored setups and catering coordination.

Requirements

At least seven 3-5 years’ experience supporting executives in a global organization.

Well – travelled and culturally aware.

Relevant marketing experience, ideally involving collaboration on marketing initiatives or projects, to support alignment with global marketing efforts.

Significant experience in event coordination across various levels, including local, regional, and international settings.

Comprehensive background in managing complex travel logistics, particularly in Latin America and other global regions.

Strong track record of providing high-quality guest and client support while fostering a professional atmosphere.

Demonstrated organizational skills with a history of effectively managing multiple priorities.

Experience reflecting a high standard of professionalism, discretion, and attention to detail, complemented by an executive presence.

Bachelor’s degree in business administration, Marketing or similar.

Formal training or certification in Executive Administration or Office Management.

Excellent verbal and written communication skills, with a natural ability to choose the right words and tone.

Business fluency in English and Spanish is required.

A high-level user of the MS Office Suite and collaboration tools such as Teams, Zoom, and SharePoint.

Knowledge of Power Bi is a plus.