Executive Assistant

About ClearEngine:

ClearEngine is a strategic advisory firm that works with early-to-mid stage consumer companies, and specializes in strategy, finance, growth, marketing, as well as organizational strategy. We partner with exceptional leaders and companies with game-changing potential to empower their vision and chart a clear path to sustainable success. 

We are strategic advisors and operating partners to executives, owners and investors. We work as extensions of leadership teams to clarify their paths to success, navigate complex situations, and create long-term value by unlocking growth and accelerating profitability. We tailor our approach to each client's needs and prioritize pragmatic, profitability-minded solutions that are lean and data-driven. As operators with deep experience in the trenches, we roll up our sleeves with our clients, often driving execution and implementation. 

We are based in Miami, FL, and we partner with clients and collaborators throughout the U.S. and internationally, providing a fast-paced, entrepreneurial environment for those seeking impact and experience in the inner workings of start-ups and growth-stage businesses. 

Overview of ClearEngine here. 

We're seeking a high-functioning Executive Assistant to support both Partners across ClearEngine and Vizcaya Ventures. This is a critical EA role at the center of a fast-moving advisory and venture environment. You will be the Partners' force-multiplier: orchestrating calendars and priorities, owning communications and follow-through, coordinating complex processes and meetings, driving internal operations, and handling personal logistics to keep the whole machine running smoothly. If you thrive on anticipation, project management and execution, you'll love this role.

Executive Support & Prioritization

• Serve as primary gatekeeper for two Partners; manage complex, shifting calendars across time zones and entities (clients, investors, advisors).
• Proactively anticipate needs; prepare briefs, agendas, and materials in advance of meetings; document decisions and drive follow-ups to completion.
• Draft, edit, and polish emails, memos, and light presentation content; maintain professional tone and brand voice.
  
  

Meeting & Communication Orchestration

• Own meeting lifecycle: scheduling, confirmations, prep docs, tech set-up/links, note-taking, action tracking, and next-step communications.
• Maintain clean pipelines and contact hygiene (CRM/light database upkeep, intros, and follow-ups).
  
  

Travel & Logistics

• Coordinate end-to-end domestic and international travel (multi-city routes, holds, alternates, last-minute changes); manage on-trip itineraries and contingency plans.
• Arrange dinners, offsites, and small events; handle vendor coordination and contracts as needed.
  
  

Operational & Administrative Support

• Support firm operations (contracts tracking, e-filing, expense submission, receipts, reimbursements, basic AP/AR coordination with bookkeepers).
• Maintain organized digital systems and knowledge hubs (Drive, Notion, folders, naming conventions).
• Track reimbursements, credit card expenses, and vendor invoices; ensure timely processing with bookkeepers.
• Support client invoicing logistics and reminders where needed.
  
  

Project & Task Tracking

• Maintain trackers across multiple client and internal initiatives; monitor deadlines and proactively flag potential slippage.
• Follow up with internal team members, clients, and external collaborators to ensure deliverables stay on track.
• Provide light project management support, ensuring priorities are clearly surfaced to the Partners.
  
  

Personal Assistance 

• Assist with personal logistics to free Partner time: family scheduling, reservations, gift purchasing, appointments, healthcare scheduling, household/vendor coordination, travel for family when needed.
• Handle time-sensitive errands and tasks (virtually).
  
  

Special Projects

• Jump into ad-hoc research, vendor sourcing, light spreadsheet updates, and project coordination across ClearEngine and Vizcaya Ventures portfolio needs.

 Qualifications:

• 3-4+ years of Administrative Assistant experience supporting founders, CEOs, Partners, or senior executives in fast-paced, high-expectation environments (advisory, venture, PE, start-up, or high-growth consumer preferred).
  Polished written and verbal communication in English; crisp, concise, and professional.
• Proven mastery of calendar triage, stakeholder coordination, and proactive prioritization across competing deadlines.
• Demonstrated discretion and judgment handling confidential and sensitive information and processes.
• Tech-savvy and fast: Google Workspace, Slack, Zoom, Calendly, Notion (or similar), basic spreadsheet competency; experience with basic finance ops (invoicing, payments, expenses, receipts, reimbursements) a plus.
• Service-oriented, resourceful, and solutions-driven with extreme attention to detail.
• Comfortable with occasional off-hours responsiveness for urgent needs across time zones.
• Bachelor's degree preferred.
  
  

• The Partners' time is protected and focused on the highest-value priorities.
• Meetings are well-prepped, decisions captured, and follow-ups reliably completed.
• Travel and events run smoothly, with smart contingencies.
• Systems stay organized; inboxes and calendars feel manageable.
• Personal logistics are handled with elegance, privacy, and care.
  
  

• Competitive salary commensurate with experience, with performance-based review.
• Flexible work environment with significant exposure to founders, investors, and high-growth brands.
• Growth opportunities across projects within ClearEngine and Vizcaya Ventures.
  
  

We're a small, thoughtful team with high standards and a passion for impact—reach out if that sounds like you.