Executive Assistant at TimePiece Trading LLC in Miami, Florida

Job Description:

Timepiece Trading LLC, established in 2018, is a global watch trading company with offices in Miami, Hong Kong, Dubai, and the Caribbean. Specializing in luxury watch brands like Richard Mille, Audemars Piguet, Patek Philippe, and Rolex, we pride ourselves on delivering the best experience and price points to our clients.

We are seeking a highly organized, communicative, and experienced Executive Assistant to support senior leadership at Timepiece Trading LLC in Miami, FL. This is a full-time, on-site role that requires exceptional multitasking skills, strong attention to detail, and the ability to anticipate needs while providing top-tier administrative support.

The ideal candidate should have extensive experience in high-end customer service environments, excellent organizational skills, and the ability to manage multiple priorities efficiently.

Job Location:

169 E Flagler St Unit 1000, Miami, FL 33131

Key Responsibilities
Calendar & Schedule Management:

• Schedule and manage complex executive calendars, appointments, and meetings.
• Resolve scheduling conflicts and send timely reminders.
• Coordinate and confirm business and personal engagements as needed.

Communication & Correspondence:

• Manage email correspondence, screen calls, and handle inquiries professionally.
• Draft, proofread, and edit professional documents, presentations, and reports.
• Interact with high-end customers, ensuring exceptional service and responsiveness.

Travel Arrangements:

• Book flights, accommodations, and transportation for executives.
• Prepare detailed travel itineraries and handle visa applications if necessary.
• Ensure seamless coordination for both domestic and international travel.

Meeting Coordination & Documentation:

• Prepare meeting agendas, distribute materials, and take meeting minutes.
• Follow up on action items to ensure timely completion.
• Organize client-facing meetings and events as needed.

Project & Office Management:

• Assist with project planning, tracking progress, and coordinating with stakeholders.
• Maintain filing systems, manage office supplies, and coordinate office services.
• Support business operations with ad-hoc administrative tasks.

Expense & Financial Support:

• Track and submit executive expense reports accurately and on time.
• Handle invoice processing and maintain financial documentation.

Confidentiality & Discretion:

• Manage highly sensitive information with the utmost discretion.
• Ensure privacy regarding executive and client matters at all times.

Qualifications & Requirements
Preferred Qualifications:

• Proven experience supporting senior executives in fast-paced environments.
• Exceptional organizational skills and ability to handle multiple tasks simultaneously.
• Strong interpersonal skills, with a friendly and professional demeanor.
• Flexibility to manage communications in a dynamic work setting.
• Ability to remain calm and composed under pressure.

Education & Experience:

• Bachelor's degree or equivalent experience preferred.
• Proven experience as an Executive Assistant in a fast-paced setting.
• Experience dealing with high-end clientele and luxury service industries is a plus.

Technical Skills:

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong knowledge of calendar management and scheduling tools.
• Excellent written and verbal communication skills.

Soft Skills:

• Ability to anticipate needs and proactively solve problems.
• High level of discretion and confidentiality.
• Strong multitasking abilities with outstanding attention to detail.
• Ability to work independently while being an integral part of the executive team.

Benefits:

• Competitive Salary
• Paid time off (PTO)
• Employee discounts on luxury watches and jewelry
• Growth opportunities within the company

If you are a highly motivated, detail-oriented professional with extensive experience in executive support and high-end customer service, we encourage you to apply and join our team at Timepiece Trading LLC! Apply Now