Contrat Vie - Administrative And Personal Assistant To The President H/F CEIBA FRANCE

Responsibilities
We are seeking a highly organized, discreet, and proactive Administrative and personal Assistant to the President to support his day-to-day professional and personal organization in Miami.

The role is primarily focused on executive and personal assistance, with additional administrative support for ongoing real estate and construction projects.
- Executive and personal assistance to the President
- Administrative support for luxury real estate and construction projects

The successful candidate will act as a trusted right-hand to the President, ensuring smooth communication, efficient scheduling, reliable follow-up, and seamless coordination with internal and external stakeholders.

Key Responsibilities

• Executive and Personal Assistance
  • Manage a complex calendar across multiple time zones
  • Coordinate business and personal travel, both domestic and international
  • Organize meetings, prepare materials, and ensure follow-up
  • Act as the main point of contact for day-to-day communications and priorities
  • Manage expenses, documentation, and administrative workflows
  • Coordinate vendors and key stakeholders
  • Coordinate household staff and service providers, as needed
  • Manage vehicle logistics and maintenance
  • Manage real estate assets and related logistics
  • Ensure the smooth day-to-day professional and personal organization of the President
• Administrative Project Support
  • Support the preparation and follow-up of contracts for subcontractors, suppliers, and vendors
  • Assist with contractual follow-up and compliance documentation
  • Monitor invoices and payments
  • Help ensure consistency between invoices, payments, and project budgets
  • Monitor subcontractor insurance policies and renewals
  • Track permits and sub-permits
  • Maintain and update project data in Buildertrend
  • Track schedules, milestones, and documentation
  • Coordinate with project stakeholders

Frequent professional interactions
The role involves frequent interaction with the President, the project team, the HR team, and internal teams based in Luxembourg and France, including General Services, Accounting, and Finance.

This role also requires regular coordination with external stakeholders such as banks, construction contractors, subcontractors, and other construction trades.