Location: Miami Gardens, FL
Schedule: Monday–Friday
Hours: ~30 hours/week
Compensation: $60,000 annual subject to experience and capability
About the Company
We are a well established and successful veterinary medical device importer and distributor based in Miami Gardens Florida. Our company thrives and lives by its core values, which are:
- We make the hard choices
- We put the customer First
- We give 100%
- We own it - it's not my fault, but it is my responsibility
About the Role
We are seeking a highly organized, proactive, and detaildriven Executive Operations Assistant to support the owner of a veterinary medical device import and distribution company. This role is designed to streamline both business and personal workflows, reinforce the executive’s operating systems, and ensure commitments, deadlines, and processes run smoothly.
You will work directly with the executive. This position is ideal for someone who thrives in structure, enjoys creating order, and takes pride in anticipating needs, organizing information, and keeping operations aligned with a clear system.
Key Responsibilities
Executive Support & Workflow Management
- Manage and optimize the executive’s calendar, email, and appointments
- Prepare premeeting briefs, organize materials, and handle postmeeting follow-up
- Track deadlines, commitments, and deliverables; proactively remind the executive and staff
- Organize the executive’s digital world (files, email, cloud storage, workflows)
- Maintain and update the executive’s EOS scorecards, rocks, and weekly commitments
Personal Operating System Support
- Assist with weekly planning rituals
- Protect Free Days and maintain schedule integrity
- Track gratitude practices, reflection routines, and personal commitments
- Support the executive’s Strategic Coach + EOS hybrid operating system
Administrative Support
- Create and maintain SOPs for recurring tasks
- Prepare and send NDAs, vendor forms, and basic business documentation
- Organize digital and physical documents for business and personal workflows
- Manage recurring personal and business bills
- Enter personal accounting transactions into Quicken
- Maintain structured records for meetings, commitments, and follow-up items
Vendor & Coordination Support (Executive-Level Only)
- Follow up with vendors only on items directly related to the executive’s workflow (e.g., scheduling calls, confirming meetings, sending NDAs)
- Coordinate communication for executive-level vendor interactions
- Assist with light research related to executive decision-making (not product or technical data)
Personal Support
- Schedule personal appointments (dental, medical, household services)
- Coordinate with service providers (yard service, maintenance, etc.)
- Assist with personal and business travel planning and logistics
- Handle occasional personal follow-ups
Required Skills & Qualifications
- 3+ years experience in executive support, operations coordination, or administrative management
- Exceptional organizational skills and attention to detail
- Strong written and verbal communication skills
- Ability to manage multiple priorities and follow through consistently
- Comfortable interacting with vendors, service providers, and staff
- Proficiency with digital organization tools (Google Workspace, Microsoft Office, cloud storage)
- Experience with accounting software (Quicken preferred)
- Ability to create and maintain SOPs and structured workflows
- High level of discretion, confidentiality, and professionalism
- Comfortable with both business and personal support responsibilities
- Processdriven mindset with strong follow-through
Ideal Candidate Traits
- Proactive and anticipatory
- Structured, disciplined, and organized
- Strong follow-through and accountability
- Comfortable nudging others to meet deadlines
- Enjoys organizing, systematizing, and creating order
- Thrives in a hybrid role with varied responsibilities
- Trustworthy, reliable, and consistent
- Able to operate independently without micromanagement
- Comfortable supporting both business operations and personal systems
Compensation & Work Environment
- $60,000 annual subject to experience and capability
- 15 days PTO/Sick
- SEP at 25% of pay
- Note – “I’ve never had an assistant before, so part of this role is helping me learn how to work with one effectively. I’m used to carrying everything myself, and I’m ready to let go of responsibilitiesbut I’ll need someone who can help me build trust, take ownership, and show me what ‘good’ looks like in an operations support role.”
We are a well-established brand and private label supplier of quality veterinary products working with some of the industry’s largest distributors. We provide a healthy work environment, competitive salaries and attractive working hours; making our company an amazing place to work and grow.
