Executive Assistant at transak-inc in Miami, US

Job description

• 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.

Responsibilities

• Attend the Miami office 1–2 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.
• 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.
• 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.
• 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.
• 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.
• Track all documents awaiting signature.
• Follow up daily once a document is within three business days of its deadline.
• 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.
• 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.
• File scanned mail and executed documents in the shared drive.
• 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 Julita/Patricia confirms they can be discarded.
• Avoid creating parallel informal trackers outside the agreed systems.

Requirements

• Hands-on operational role requiring reliability, discretion, strong follow-through, and disciplined tracker hygiene.
• Attend the Miami office 1–2 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.
• 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.
• 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.
• 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.
• 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.
• 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 Julita/Patricia confirms they can be discarded.
• Avoid creating parallel informal trackers outside the agreed systems.

Skills

Required

• Reliability
• Discretion
• Strong follow-through
• Disciplined tracker hygiene
• Attention to detail
• Organizational skills
• Time management
• Communication skills
• Proficiency with Notion
• Proficiency with shared drives
• Ability to track deadlines and follow up