Administrative Assistant

A leading global financial institution is seeking a polished and highly organized Administrative Assistant to support senior advisors within their Private Wealth Management division in Miami. This is a demanding role within a fast-paced, client-facing environment where discretion, professionalism, and proactive problem-solving are paramount. The right candidate will be deeply detail-oriented, thrive under pressure, and take pride in delivering executive-level administrative excellence.

Key Responsibilities:

• Manage complex, high-priority calendars for senior advisors, including scheduling internal and external meetings, conference calls, and related logistics
• Handle a high volume of phone and email communications with senior executives and high-net-worth clients, maintaining a professional and responsive demeanor at all times
• Coordinate client meetings and calls; ensure timely follow-through on all action items and requests
• Arrange extensive domestic and international travel, including visa applications; prepare and submit expense reports accurately and on schedule
• Draft, proofread, and distribute correspondence, agendas, reports, and presentations as needed
• Support new hire onboarding in partnership with the Business Unit Manager
• Provide general office support including filing, shipping, supplies management, and facilities coordination
• Organize and ship materials to clients; coordinate conference and catering services for client engagements
• Assist with ad hoc projects and event planning as requested
• Maintain working knowledge of firm policies and manage routine matters independently

Qualifications:

• Fluency in Spanish is required
• 5 years of experience providing administrative support to senior executives, ideally within financial services, private sector, or government
• Demonstrated ability to handle confidential and sensitive information with absolute discretion
• Exceptional written and verbal communication skills with a consistently professional presence
• Meticulous attention to detail and strong organizational abilities; able to manage competing priorities effectively
• Self-directed and proactive, with strong anticipation skills and a bias toward action
• Comfortable managing ambiguity and adapting quickly in a deadline-driven environment
• Uncompromising professionalism, integrity, and diplomacy in all interactions
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Familiarity with expense management platforms such as SAP Concur
• Collaborative team player with a positive, can-do approach

Contract Details:

This is a 12-month contract position with the potential for extension or permanent conversion based on performance and business needs. Compensation is $31.25/hr. Candidates must be available to work on-site at the Miami office.

Please submit your resume to be considered for this opportunity!

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