Executive/Personal Assistant job at Keep Technologies Corp. in Miami, FL

Title: Executive/Personal Assistant Hybrid (part time)

Location: Miami

Location

Miami

Employment Type

Full time

Location Type

Hybrid

Department

All

Our Journey at Keep

At Keep, we embarked on a mission with a powerful question: Why hasn't the banking experience caught up with the rapid pace of technology?

This continues to fuel our passion for reshaping the Canadian fintech landscape. We provide businesses with a comprehensive suite of cross-border banking services, offering everything from credit cards to deposit accounts, currency conversions, and revenue financing.

With a team of seasoned global startup veterans with successful exits, Keep is committed to leading the charge as Canada's next-generation fintech institution. Backed by VCs in the fintech sector, we're racing ahead, expanding our reach and impact like never before.

About the role

We're looking for an exceptional Executive Assistant who will be the right hand to our CTO. This isn't your typical EA role - you'll manage everything from inbox zero and calendar optimization to travel logistics and personal tasks. You'll anticipate needs before they're asked, solve problems before they become issues, and keep everything running smoothly so our CTO can focus on building and leading.

This is a part-time hybrid role (20 hours per week) based in Miami, with in-person collaboration 1-2 times per week.

What you'll do

Inbox & Communication Management

Own and manage the CTO's inbox - triage, respond to routine items, flag urgent issues, and ensure nothing falls through the cracks

Follow up with third parties, vendors, and stakeholders

Route tasks and requests to appropriate team members

Handle sensitive and confidential communications with discretion

Calendar & Meeting Coordination

Master calendar management - schedule, reschedule, optimize, and manage conflicts seamlessly

Coordinate meetings across multiple time zones with internal and external stakeholders

Prepare meeting agendas, materials, and follow-ups

Assist with all-hands meeting logistics and coordination

Travel & Logistics

Book and manage all travel arrangements - flights, hotels, ground transportation, itineraries

Create detailed travel plans and handle last-minute changes seamlessly

Coordinate logistics for company events and offsites

Administrative & Personal Support

Process payments, expense reports, and administrative paperwork

Manage contract logistics and route legal documents appropriately

Support personal tasks and errands as needed (forms, problem-solving, local coordination)

Use company virtual card for authorized expenses only

About you

Required:

4+ years of Executive Assistant or Personal Assistant experience supporting C-suite executives (preferably CTO, CEO, or founders)

Experience in fast-paced startup or tech environments - this is essential

Exceptional English communication skills - both written and verbal

Extreme attention to detail - you catch things others miss and nothing slips through the cracks

Proactive self-starter who takes initiative and anticipates needs before being asked

Highly responsive with excellent follow-through

Expert-level calendar management with complex, competing priorities

Comfortable with both professional and personal assistant duties

Located in Miami or willing to relocate - must be able to meet in person 1-2x per week

Excellent judgment with confidential information

Comfortable with part-time schedule (20 hours per week)

Nice to have:

Background supporting technical leaders (CTOs, VPs of Engineering)

Familiarity with contract and legal document processes

Event coordination experience

Miami area knowledge and network

What makes an A-player in this role

You're the kind of person who:

Anticipates needs before they're expressed

Loves solving problems and removes obstacles without being asked

Thrives on variety - no two days are the same and you love it

Has great attention to detail - nothing gets by you

Makes confident decisions even with incomplete information

Stays calm under pressure - last-minute changes don't phase you

Communicates proactively - you flag issues early and keep your exec informed despite limited hours

Takes ownership - if something needs doing, you make it happen

Thrives in ambiguity - you're comfortable in fast-paced startup environments where things change quickly

What to expect

Day-to-day:

Morning inbox triage and calendar optimization

Coordinating meetings and handling schedule changes

Following up on pending contracts and administrative tasks

Booking travel and managing logistics

Handling personal errands and problem-solving

Meeting in-person with the CTO 1-2x per week

Preparing materials for all-hands meetings

Solving unexpected problems as they arise

Work schedule:

Part-time: 20 hours per week

Flexible schedule with core availability during business hours

Hybrid: In-office 1-2 days per week, remote the rest

Occasional flexibility for after-hours communication as needed

What we offer

Competitive hourly rate

Flexible part-time schedule

Hybrid work model

Direct partnership with CTO and exposure to executive leadership

Dynamic, fast-paced startup environment where you'll make real impact

Apply Now

Apply Now