Administrative Assistant

Job title: Administrative Assistant

Location: Miami, by the MIA airport

FTE 

The Administrative Assistant plays an essential role in handling various operational activities within a company. The Coordinator ensures that business procedures are executed effectively and efficiently, contributing to the company's overall growth. The incumbent navigates between various company departments to aid in planning, overseeing and streamlining operations.

Responsibilities:

1. Responsible for facilitating the smooth functioning of office and operations procedures. 
2. Organizes meetings for the CEO and other management team members. 
3.  Makes travel arrangements for the CEO and may assist other team members.  
4. Assists in coordinating for company trade shows.
5. Runs errands for the business as needed, handles bank deposits. 
6. Maintains records and prepares reports, ensuring the administrative aspect of the company runs smoothly.
7. Assists with the office’s budget planning. 
8. Responsible for coordinating projects and ensuring everything moves according to schedule. Communicate with different teams, set deadlines and follow up on project statuses.
9. Facilitates cross-channel feedback from clients and employees to management and executive teams.
10. Works with team leaders and department heads to learn departmental needs and goals.
11. Ensures that all activities conform to local, federal, industry and company standards.
12. Observes, reviews and analyzes processes to identify inefficiencies and areas where improvements could be made.
13. Designs and maintains clear operational guides to ensure consistency of operations.
14. Delivers reports to department heads and management teams to provide insight into the overall efficiency of the organization.
15. Coordinates office activities.
16. Manages office supplies working with the shipping and receiving coordinator.  
17. Schedules meetings and appointments for the CEO and other management team members as needed.  
18. Provides general administrative support to Miami Office employees.
19. Works closely with staff in the Back Office with projects and other tasks as needed.  
20. Monitors office supplies and orders new stationery, furniture, appliances and electronics as required.
21. Organizes maintenance companies to keep the office clean and safe and ensure its appliances are in good order.
22. Reports office progress to senior management and working with them to improve office operations and procedures

Skills and Qualifications: 

• Bachelor's degree in business or a related field 
• Bilingual English/ Spanish 
• 3 to 5 years of experience in administrative or clerical roles; project management a plus
• High level of enthusiasm, passion for organization and ability to multitask 
• Strong organizational, communicative and problem-solving skills 
• Time management
• Setting goals
• Working under pressure
• Self-motivation
• Analytical thinking
• Attention to detail
• Decision-making
• Strategic planning

 We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws