Executive Administrative Assistant

Executive Business Operations Assistant

Doral, FL · Full-Time · In-Person

Job Description

Gaui is a Miami-based fashion and direct-to-consumer brand looking for an experienced Executive Business Operations Assistant to work directly with our Founder and support the day-to-day management and growth of the company.

This role combines executive assistance, business operations, financial administration, and project coordination. We're looking for someone highly organized, analytical, resourceful, and comfortable taking ownership of responsibilities across different areas of the business.

We're currently a team of 10, so this is a hands-on position that requires independence, adaptability, and excellent follow-through. The ideal candidate enjoys working with numbers, managing calendars, organizing people and priorities, and bringing structure to a fast-moving environment.

Above all, we're looking for someone who takes genuine pride in making a business operate efficiently. Someone who anticipates needs, solves problems, and can confidently turn conversations and decisions into action.

Responsibilities

Executive Support + Business Coordination

• Work directly with the Founder to organize daily priorities, meetings, schedules, and operational commitments.
• Manage company calendars, appointments, internal meetings, and important deadlines.
• Prepare meeting agendas, document decisions, assign action items, and follow up with team members.
• Coordinate communication between marketing, e-commerce, finance, product, and fulfillment teams.
• Maintain visibility into ongoing projects, departmental responsibilities, and company priorities.
• Support the execution of business initiatives and ensure deadlines and commitments are met.

Financial Administration + Reporting

• Assist with company budgets, expense tracking, cash flow monitoring, and financial reporting.
• Organize invoices, vendor payments, recurring expenses, and financial commitments.
• Maintain accurate records of departmental spending, operational costs, and purchasing approvals.
• Support the preparation of P&L reports, cash flow summaries, and financial performance reviews.
• Identify expense discrepancies, unnecessary costs, and opportunities to improve financial efficiency.
• Coordinate with internal finance personnel, accountants, and external financial partners as needed.

Business Operations + Administration

• Support daily business operations across inventory, logistics, fulfillment, customer service, and internal workflows.
• Maintain company SOPs, operational documents, reporting systems, and internal procedures.
• Coordinate with warehouse and fulfillment teams to ensure operational priorities are addressed.
• Assist with vendor communication, purchasing, service providers, and administrative requirements.
• Identify operational bottlenecks and help implement practical solutions.
• Independently manage assigned projects from planning through completion.

Team Coordination + Human Resources

• Assist with employee schedules, attendance, time-off requests, and internal calendars.
• Support payroll administration, timesheet verification, and coordination with payroll providers.
• Coordinate interviews, onboarding, employee documentation, and administrative HR processes.
• Follow up with team members on assignments, deadlines, and operational commitments.
• Help maintain organization, accountability, and clear communication across departments.

Qualifications + Skills

• 8+ years of experience in executive assistance, business operations, or a similar role.
• Experience within top-business leaders.
• Strong understanding of business administration, budgets, expense tracking, and operational reporting.
• Excellent organizational skills with exceptional attention to detail.
• Strong analytical abilities and confidence working with spreadsheets, financial information, and business data.
• Experience managing executive calendars, meetings, projects, and competing priorities.
• Ability to work independently, anticipate needs, and follow through without constant supervision.
• Strong written and verbal communication skills.
• Proficiency with Google Workspace, Microsoft Excel, and business management tools.
• Professionalism, discretion, reliability, and sound judgment when handling confidential information.
• A proactive, solution-oriented mindset and willingness to take on responsibilities beyond traditional administrative tasks.

Beyond The Role

While executive and operational support are the foundation of this position, we're looking for someone who sees the bigger picture.

The ideal candidate understands that supporting a business requires attention to both people and numbers. They are comfortable working independently, finding solutions, organizing information, and ensuring important details are never overlooked.

This is not a traditional executive assistant role focused exclusively on scheduling or administrative tasks. It's an opportunity to become deeply involved in how a growing fashion brand operates, working directly alongside the Founder and contributing to the company's organization, financial discipline, and long-term development.

We value people who are curious, driven, dependable, and genuinely interested in learning the business side of building a brand.

Schedule + Work Environment

This is a full-time, hands-on position based in Doral, FL, with an in-office schedule Monday through Friday. We're currently testing hybrid Mondays.

The role requires flexibility, strong availability during business hours, and support beyond the regular schedule as operational priorities arise.

How To Apply

If you've carefully read through the job description, feel aligned with the expectations, and genuinely see yourself taking on this opportunity, we'd love to hear from you.

Please email [email protected] with your resume and a brief personal introduction.

We believe a resume doesn't always tell the whole story. We'd especially appreciate learning about your previous experience supporting business operations, managing executive priorities, working with financial information, and coordinating projects or teams.

A thoughtful introduction helps us understand your experience, interests, and what draws you to Gaui.

We look forward to learning more about you.

Pay: $75,000.00 - $85,000.00 per year

Work Location: In person