Administrative Assistant

A global financial firm is looking to hire an Administrative Operations Assistant to join their team and work on a long-term assignment in Coral Gables, FL (hybrid position).

The team is looking to interview candidates as soon as possible! Apply now for more details!

JOB DESCRIPTION:

Administrative Responsibilities:

• Provide high-level administrative support to assigned team and other team members within the department.
• Maintain substantial executive calendars for assigned managing directors; schedule/reschedule meetings by partnering and coordinating with internal and external constituents.
• Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment.
• Communicate effectively and professionally with executives and act as liaison with their assistants.
• Navigate firm effectively and efficiently by interfacing with various departments on behalf of executives to collect information, respond to requests and coordinate meetings.
• Execute on projects and assignments including expense management - process, submit and manage for coverage teams.
• Maintain executive files such as correspondence files, document files and office files.
• Hold regular meetings with team to decide priorities/deadlines/projects.
• Provide regular updates on work in flight. Maintain agenda/invitations for weekly staff meetings.
• Responsible for administrative activities including, but not limited to preparation of copies; sending/receiving faxes/scans; maintaining orderly, fully functioning work area for executives and their staff; various projects.
• Order of equipment and resources/supplies (e.g., business cards, wireless
• devices, etc.).

Event Planning and Travel Support:

• Arrange large group in-person and virtual meetings - coordinate availability with required participants, reserve meeting rooms, secure call-in numbers, arrange special meeting facilities, send meeting confirmation emails, prepare, and distribute meeting materials.
• Coordinate department events – reserve space, coordinate catering, and distribute meeting materials.
• Secure all conference rooms, AV equipment, dial-in numbers, and video conference facilities.
• Manage business travel - book travel arrangements including flights, hotels, currency, and taxis adhering to policy.
• Coordinate out-of-town meetings and entertainment.
• Calendar management set-up of all internal/external meetings.
• Execute event pre-approval and post-closure actions including expense management.

Skills:

• Bachelor's degree preferred.
• Proven work experience in financial services, legal, sales and marketing preferred
• Working knowledge with Microsoft Office applications, including Word/PowerPoint/Excel/Outlook/Teams.
• Excellent organizational skills and detail-oriented.
• Communicates effectively (both written and oral) using clear, concise, and understandable language.
• Willingness to take on new projects and/or responsibility.
• Bilingual (Spanish preferred).