Overview

Administrative Assistant Jobs in Miami, FL at Russell Tobin

Title: Administrative Assistant

Company: Russell Tobin

Location: Miami, FL

Job Title: Administrative Assistant (Spanish Fluent Required)

Location: Miami

Office Address: Miami, FL 33131

Pay Rate: $31.25/hour

Contract Duration: 12 Months

Job Summary

We are seeking a highly organized and professional Administrative Assistant to provide dedicated support to senior advisors within Private Wealth Management. This role requires exceptional attention to detail, strong multitasking abilities, discretion with confidential information, and the ability to operate effectively in a fast-paced, client-focused environment. The ideal candidate will be proactive, polished, and capable of managing multiple priorities while delivering high-level administrative support.

Key Responsibilities

  • Provide administrative support to senior advisors in a complex team environment.
  • Manage complex calendars, including scheduling internal/external meetings, conference calls, and coordinating logistics.
  • Handle highly confidential client information with the highest level of discretion.
  • Manage high-volume phone calls and communicate professionally with executives, business leaders, and clients.
  • Coordinate client meetings, calls, and follow-up requests in a timely manner.
  • Arrange domestic and international travel, including visa processing where needed.
  • Prepare and process expense reports accurately and on time.
  • Draft, prepare, and distribute correspondence, reports, presentations, agendas, and other business documents.
  • Assist with onboarding activities for new hires in partnership with the Business Unit Manager.
  • Support day-to-day office administration including filing, copying, shipping, archiving, supplies management, and facilities coordination.
  • Organize and ship client materials as needed.
  • Coordinate conference rooms, catering, and event logistics for client engagements.
  • Maintain knowledge of company policies and independently resolve routine administrative matters.

Required Qualifications

  • Fluent Spanish speaking skills required (written and verbal).
  • Minimum 5+ years of administrative support experience.
  • Experience supporting senior executives in a complex corporate environment preferred.
  • Prior experience in financial services, wealth management, private sector, or government environments is highly preferred.
  • Strong judgment and ability to manage confidential and sensitive information.
  • Excellent written and verbal communication skills.
  • Strong organizational skills with exceptional attention to detail.
  • Ability to prioritize tasks, multitask, and meet deadlines under pressure.
  • Proactive, resourceful, and able to work independently.
  • High level of professionalism, integrity, and diplomacy.
  • Strong Microsoft Office skills: Word, Excel, PowerPoint, Outlook.
  • Experience with expense management tools such as SAP Concur preferred.
  • Positive attitude and strong team collaboration skills.

Applicant Privacy Disclosure

We collect personal information from applicants during the recruiting, pre-offer, and offer process.

During the recruiting, pre-offer process and offer process, we may collect the following categories of personal information:

  1. Identifiers, such as name, address, and email address.
  2. Professional and Employment-Related Information, such as resume, work history, education, and qualifications.
  3. Information Voluntarily Provided by You in connection with the recruiting and pre-offer process.
  4. Sensitive Personal Information, where legally permitted and necessary, such as Social Security number and date of birth.

Personal information is collected and used for the following business purposes: evaluating qualifications and eligibility for employment; communication regarding the recruitment and application process; verifying eligibility for employment; and complying with applicable legal, regulatory, and contractual obligations.

Personal information is collected and used only as necessary, and we are committed to data minimization, privacy, and providing equal employment opportunities. We are an international organization, and personal information may be accessed or processed by authorized personnel or service providers located outside the United States, subject to appropriate safeguards. We restrict use and access to personal information to authorized personnel and service providers with confidentiality and data security obligations. We maintain administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure.

For information about our privacy practices, please review our Privacy Policy at: https://prideglobal.com/privacy-policy

  • If you do not consent to the collection of such personal information, please advise us immediately in writing at [email protected]

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