Job Description

Job Description

Executive Personal Assistant

Location: Miami, FL (In-person - FanBasis HQ) (Relocation Required)

Type: Full-time

Seniority : Intermediate (2-3+ Years Experience)

Reports to: CEO and CPO

Works closely with: Senior Executive Assistant (EA)

About FanBasis

FanBasis is a leading platform enabling entrepreneurs, experts, and creators to build and scale digital product and service-based businesses. It offers tools for managing offers, courses, communities, memberships, and more, simplifying operations with built-in payment processing, subscription management, and engagement features. As a one-stop shop for the internet economy, FanBasis empowers its growing seller base through innovative, scalable solutions. With strategic partnerships, FanBasis is revolutionizing how digital businesses operate and thrive.

Role Description

The Executive Personal Assistant (EPA) serves as a trusted right hand to both the CEO and the Chief Product Officer (CPO), providing high-level support across executive priorities with a strong emphasis on discretion, anticipation, and operational excellence.

This role supports both business and personal matters for the CEO, and personal assistant tasks only for the CPO. The EPA works hand-in-hand with a Senior Executive Assistant to divide and conquer projects, ensure seamless coverage, and keep leadership priorities moving forward.

With a 24/7 mindset, this role requires adaptability, sound judgment, and the ability to stay several steps ahead in a fast-paced, high-growth environment. As the face of the office, the EPA is positioned at the front of the office to welcome high-level clients, investors, and stakeholders, creating a polished and professional first impression.

Key Responsibilities

Executive & Personal Support - CEO

• Manage and optimize the CEO’s complex calendar and daily schedule (business + personal)
• Coordinate domestic and international travel for the CEO (business + personal), as well as company-wide travel coordination when needed using a centralized travel management platform
• Screen, prioritize, and respond to incoming communications as appropriate
• Set up meetings, attend when needed, take notes, and ensure follow-ups are completed
• Prepare expense reports and track reimbursements
• Administer vendor and contractor payments via payment platforms
• Support time-sensitive projects including:
• Building presentations
• Designing materials in Canva
• Compiling research
• Drafting documents
• Coordinating cross-functional follow-ups
• Handle confidential and high-priority personal matters with discretion

Personal Support - CPO

• Manage personal calendar scheduling and logistics
• Book personal travel, reservations, and appointments
• Assist with personal errands, purchases, and one-off requests
• Track personal project timelines and reminders

(Note: This role does not handle business or operational responsibilities for the CPO.)

Office Management & Front Office Presence

(In coordination with the Senior EA)

• Serve as the primary greeter for high-level clients, investors, and external stakeholders
• Maintain office and breakroom supplies; manage inventory levels
• Liaise with vendors, property management, and tech support
• Support office culture initiatives and internal events

Collaboration with Senior Executive Assistant

• Work closely with the Senior EA to align on priorities, workflows, and coverage
• Partner on large initiatives and special projects
• Ensure clear handoffs and communication across leadership support functions

Qualifications

• Exceptional organizational skills managing complex schedules and priorities
• High level of discretion and confidentiality with sensitive information
• Proactive, resilient, and adaptable in a fast-paced environment
• Strong attention to detail and follow-through
• Tech-savvy with Google Workspace, payment platforms, and Canva
• Experience with office management and vendor coordination
• Flexible availability with a 24/7 support mindset
• Prior experience as an Executive Assistant or Personal Assistant preferred

Who You Are

You are a highly reliable, proactive Executive Personal Assistant who thrives in a high-touch, fast-moving environment. You understand that supporting senior leadership sometimes extends beyond standard office hours and are comfortable being available as needed to ensure priorities are handled seamlessly.

You take pride in being hands-on and resourceful—whether that means coordinating complex schedules, handling last-minute requests, or stepping out to run personal errands when required. No task is beneath you; you approach every responsibility with professionalism, discretion, and a solutions-first mindset.

Benefits

• Competitive salary and benefits package
• Gym membership packages
• Paid time off and company-paid holidays
• In-person work environment in Miami, FL
• Team-Buidling events, company lunches, and swag
• Opportunity to be a part of a fast-growing team of Industry Experts.

Work Environment

Collaborative, in-office environment with regular interaction among leadership and team members. Occasional short trips outside the office for errands or task-related needs. Minimal to no travel required.

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