Our client, a Global Investment Advisor with offices in Miami, New York, London, and Singapore is seeking an Office/Personal Administrative Assistant with at least one - three years of work experience to join the Office Administration team in the Miami office. This role is a blend of business and personal administrative tasks. This role reports to the Founder’s Executive Assistant and will be part of a small, collaborative administrative team.
COMPANY: Investment Firm
POSITION: Office / Personal Assistant
LOCATION: Miami, FL
HOURS: 8:00am - 4:00pm (in office 5 days!)
COMPENSATION: $60k -$90k (Base) with excellent benefits
BACHELOR'S DEGREE: Preferred
Responsibilities of the Office/Personal Assistant:
-Greet, direct, and provide refreshments to guests with polished and professional presentation.
-Answer main phone line and relay messages accurately and in a timely manner.
-Maintain office spaces, including reception area, conference rooms, storage areas and kitchen throughout the day.
-Coordinate multiple calendars via Outlook, coordinate meeting logistics and organizing and reserving meeting rooms.
-Coordinate office building maintenance. (HVAC, building engineers, shredding, light bulbs, parking access, etc.).
-Arrange/amend, in real-time, business, and personal travel logistics based on travel policy.
-Complete business and personal errands as requested.
-Communicate regularly with the Office Admin team to ensure seamless office operation and coverage.
-Assist in the ordering, stocking, and distribution of pantry and general office supplies.
-Manage employee administrative requests (scanning, printing, DocuSign, etc.).
-Maintain records, databases and filing systems.
-Retrieve and distribute mail/deliveries.
-Prepare packages for courier (FedEx, USPS, UPS), mail receipt and shipping distribution.
-Order and/or pick up meals as needed, set out food and tidy-up/store leftovers.
-Schedule dining reservations and input attendees for compliance tracking software.
-Prepare expense reports per company policy.
-Ad-hoc administrative duties across the firm.
-Back-up coverage for other receptionists/admins.
Requirements of the Office / Personal Assistant:
-0-3 years’ experience in a reception or administrative level support role in a corporate environment.
-Bachelor’s degree preferred.
-Positive, quick thinker with a “can-do” attitude and solid problem-solving abilities.
-Demonstrated ability to use discretion; ability to maintain confidentiality of information.
-Well organized, diligent, proactive, and thorough in efficiently managing multiple tasks.
-Possesses poise, tact, and diplomacy to work effectively and remain calm under pressure.
-Self-motivated, ability to take direction and respond well to questions and seek clarification as needed.
-Strong proficiency in Microsoft Office and familiarity with other systems.
-Experience booking travel without the use of a travel agent.
-Notary license is a plus, but not required.
-Verification of identity, education, prior employment, and references may be required.
