Executive Assistant

Miami Executive Assistant

The Miami Executive Assistant is responsible for keeping a set of physical and administrative workflows moving without unnecessary escalation to Sami.

The role exists because two categories of work currently sit with Sami that do not need to. The first is physical: mail arriving at the Miami office, original documents requiring wet-ink signature or notarisation, scanning, couriering, filing, and retaining hard-copy records. The second is administrative sequencing: tracking which documents are waiting on signature.

This is a hands-on operational role requiring reliability, discretion, strong follow-through, and disciplined tracker hygiene. Success is measured by how little of the process reaches Sami. His involvement should shrink to the irreducible act: reading and signing. Everything before and after that should be handled by the EA.

Key Responsibilities

1. Miami Office Mail Intake

• Attend the Miami office 12 times per week at a consistent, agreed time.
• Collect all mail received since the last visit.
• Open mail addressed to the company or to officers in their company capacity.
• Leave anything marked personal sealed.
• Log each item in the mail register with:
  • Date received
  • Sender
  • Entity addressed
  • One-line summary
  • Deadline, if any
  • Required next action
• Scan mail to PDF and file it in the shared drive by entity and month.
• Route urgent items same day to Julieta/Patricia.

2. Physical Document Handling

• Maintain the physical document file in the Miami office.
• Confirm the location of physical originals before arranging any signing or notarisation.
• Prepare documents for wet-ink signature by flagging the correct signature blocks.
• Ensure ID, witness, notary, and state-specific requirements are checked before scheduling.
• Scan executed originals before they leave the office.
• Dispatch originals by tracked courier where required.
• Record tracking numbers and dispatch details in the relevant tracker.

3. Wet-Ink Signature & Notarisation Coordination

• Maintain a clear queue of documents requiring physical signature or notarisation.
• Confirm Sami's Miami availability before booking notaries.
• Book notary appointments to coincide with on-site days wherever possible.
• Prepare the signing packet in advance, including:
  • Document requiring signature
  • Signature block marked
  • ID requirements confirmed
  • Notary/witness requirements confirmed
  • Return courier label prepared
• Ensure executed documents are scanned, filed, dispatched, and tracked.

4. Signature Chasing & Execution Tracking

• Track all documents awaiting signature.
• Follow up daily once a document is within three business days of its deadline.
• On execution:
  • Mark the tracker row as Executed
  • Set the execution date
  • Attach the signed PDF
  • Notify the document owner
• Escalate to Julieta/Patricia if a document stalls twice on the same blocker.

5. Scheduling & Administrative Sequencing

• Schedule routine internal meetings where requested.
• Move or decline routine meetings within agreed boundaries.
• Coordinate notary meetings, rescheduling, and confirmations.
• Maintain awareness of deadlines, blockers, and dependencies.
• Keep trackers clean, current, and useful.
• Ensure document owners know when action has been completed or stalled.

6. Filing, Records & Tracker Hygiene

• File scanned mail and executed documents in the shared drive.
• Use consistent file naming: YYYY-MM-DD_Sender_Subject.pdf
• Keep Notion trackers up to date.
• Ensure every actionable document has a clear owner, deadline, status, and next step.
• Retain physical originals unless Julieta/Patricia confirms they can be discarded.
• Avoid creating parallel informal trackers outside the agreed systems.