We are looking for a responsible Executive Assistant to our CEO to perform a variety of Executive Assistant and clerical tasks. Duties of the Executive Assistant to the CEO include providing support to our CEO, assisting in daily business needs and managing our company’s CEO's executive and administrative activities. Executive Assistant's responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like Outlook, MS Excel and various office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Executive Assistant to the CEO should ensure the efficient and smooth day-to-day operations for our CEO. Multi-Lingual would be a plus.

Responsibilities

• Answer and direct CEO's phone calls, emails, messages, etc.
• Organize, initiate, and schedule appointments, meetings, video calls, etc.
• Plan and schedule meetings and take detailed minutes.
• Write and distribute email, correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing systems.
• Update and maintain office policies and procedures.
• Order office supplies and research new deals and with new suppliers.
• Maintain client, architects, vendors, suppliers, recruiter, up to date contact lists.
• Submit and reconcile expense reports.

• Provide general support and assistance to the CEO.
• Act as the point of contact for internal and external clients, GC's, Reps, etc.
• Liaise with executive and senior administrative assistants to handle requests and queries from senior management and clients.

Skills

• Proven experience as an administrative assistant or office admin assistant, and helpful to have experience as executive assistant to CEO or President.
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills. Especially, with emails.
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Job Types: Full-time, Part-time, Contract

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime
• Weekends as needed

People with a criminal record are encouraged to apply

Education:

• Bachelor's (Required)

Experience:

• Personal assistant - executive assistant: 2 years (Preferred)
• Microsoft Office - writing emails/letters: 2 years (Preferred)

Work Location: Hybrid remote in Coral Gables, FL 33133