Administrative Assistant

Position: Administrative Assistant

Location: In Office - South Florida (Ideally 4-5 days in office)

Reports To: CEO & Founder

Role Summary:

The Administrative Assistant will provide essential support to the CEO across two organizations: ProSource IT and MyBasePay. This role ensures seamless coordination of day-to-day operations by managing schedules, handling communications, and facilitating organizational efficiency. The ideal candidate is highly organized, detail-oriented, and capable of multitasking in a fast-paced environment.

Key Responsibilities:

• Calendar & Schedule Management: Organize and coordinate the CEO’s calendar across both ProSource IT and MyBasePay. Schedule, prioritize, and reschedule appointments as needed to ensure efficiency.
• Meeting Preparation: Gather materials, conduct research, and provide briefings to ensure the CEO is prepared for key meetings.
• Communication & Liaison: Serve as the primary point of contact between the CEO and internal/external stakeholders. Facilitate follow-ups and ensure smooth communication across both organizations.
• Internal & External Correspondence: Draft, review, and prepare internal memos, staff updates, and external communications for clients, partners, and other stakeholders.
• Confidentiality & Discretion: Handle sensitive information with professionalism and sound judgment, maintaining the highest level of confidentiality.
• Administrative & Operational Support: Assist in organizing files, managing documentation, and streamlining office processes to enhance operational efficiency.
• Cross-Department Coordination: Liaise with various departments to align priorities, facilitate collaboration, and support ongoing projects.
• Task Management & Prioritization: Assist in managing to-do lists, tracking deadlines, and ensuring timely completion of administrative tasks.

Qualifications:

• Proven experience in an administrative support role, preferably in a fast-paced or entrepreneurial environment.
• At least 2 years of experience in this field, ideally someone who is an up-and-comer looking to grow their career.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in managing schedules, coordinating meetings, and handling office administration.
• Ability to maintain confidentiality, exercise discretion, and anticipate business needs.
• Professional demeanor with strong problem-solving skills.

Preferred Experience:

• Experience supporting executives or working in a dual-organization setting.
• Familiarity with project coordination and strategic support functions.
• Background in office management or administrative operations.

This role is ideal for a proactive, detail-oriented individual who thrives in a dynamic work environment and is eager to contribute to the efficiency and success of both organizations.