Personal / Executive Assistance ( Organization, Management, Sales & Appointment Setting )

CIELO Agency is hiring an Executive Assistant / Personal Assistant to work directly with the Founder & CEO of a high-velocity branding and creative agency based in Miami. Modern executive assistant roles increasingly blend strategic support, communication management, coordination, and workflow oversight in fast-moving business environments.

About CIELO Agency

CIELO is a full-service creative and branding agency that builds, manages, and scales credible brands for founders, startups, funds, and premium businesses. The agency combines strategy, design, web, content, and growth systems to launch brands, manage digital presence end-to-end, and help clients build trust before the first call.
Role Overview

This role acts as the CEO's right hand, combining executive support, leadership enablement, communication handling, and operational follow-through so that priorities move forward without friction. Current executive support roles in growth-focused companies often extend beyond administration into meeting readiness, follow-up ownership, sales coordination, and workflow management.
Key Responsibilities

Executive calendar and time leadership

Own the CEO's calendar end-to-end, prioritizing time based on strategic objectives, energy, and leadership commitments.

Organize the CEO's schedule and calendar across internal meetings, client calls, travel, and leadership commitments, ensuring clean time blocks and realistic sequencing.

Anticipate conflicts, protect deep-work blocks, and ensure each meeting has a clear purpose, outcomes, and confirmed logistics in advance.

Provide a concise daily briefing with schedule, top priorities, key decisions, and any changes or risks to note.

Task management and execution support

Maintain a single source of truth for the CEO's to-dos across tools, messages, and channels, and proactively move items toward completion.

Turn voice notes, ideas, and strategic discussions into structured tasks or mini-projects with owners, deadlines, and follow-up cadence.

Track progress across team and external partners, and return clear, actionable updates to the CEO.

Meeting preparation, debrief, and CEO enablement

Prepare agendas, talking points, context, and decision materials for leadership, client, investor, and partner meetings.

Ensure proposals, decks, and SOWs are prepared and sent before sales and client calls so conversations remain strategic.

Capture decisions, insights, and action items from meetings and translate them into structured follow-ups, tasks, and communication drafts.

Communication, gatekeeping, and reputation

Triage and manage inboxes and messages, escalating only what truly requires CEO attention and delegating or handling the rest appropriately.

Draft polished, on-brand emails and messages for clients, partners, and team communication.

Serve as a calm, professional point of contact that reflects the CEO's leadership style and the CIELO brand in every interaction.

Handle inbound and outbound calling support, including screening calls, routing urgent matters, and ensuring important conversations are documented and followed up.

Sales, lead coordination, and AI flow oversight

Call qualified leads, confirm appointments, and handle appointment setting with speed and professionalism.

Execute fast follow-up so new leads, warm prospects, and priority opportunities are responded to quickly across every stage of the pipeline.

Oversee all lead communication channels, including calls, email, LinkedIn, CRM tasks, and AI-assisted follow-up flows, ensuring clear coordination and consistent outreach.

Organize the CEO's schedule and calendar around sales calls, qualified appointments, and pipeline priorities.

Monitor campaign and pipeline progress, flag stalled opportunities, and ensure timely follow-up, handoff, and documentation.

Coordinate with the team to maintain sales and marketing automation flows, CRM hygiene, and AI-driven lead nurturing systems while surfacing gaps and optimization opportunities to the CEO.

Light project coordination and leadership support

Support launches, content pushes, hiring, events, and internal initiatives by creating simple plans, tracking milestones, and coordinating stakeholders.

Help the CEO stay accountable to personal leadership priorities such as 1:1s, reflection time, learning, coaching, and health or energy routines by integrating them into the calendar rhythm.

Conduct focused research on people, brands, and topics and turn findings into concise, actionable briefs.

Personal and life-ops support

Coordinate travel, accommodation, and key logistics to reduce friction and context switching for the CEO.

Plan around travel-heavy periods, production days, or intensive work cycles so the CEO can sustain performance w

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