Overview
Executive Assistant Jobs in Miami, FL at MSI Recruiting
Title: Executive Assistant
Company: MSI Recruiting
Location: Miami, FL
EDUCATIONAL REQUIREMENTS:
Bachelors degree in the area of business administration, communications or a similar field or equivalent qualification or work experience preferred.
SPECIALISED TECHNIQUES/KNOWLEDGE/COMPETENCIES:
Proven experience as an executive assistant supporting executives.
Polished professional demeanor at all times and strong interpersonal skills required.
Exceptional organizational and time management skills, with the ability to prioritize tasks effectively.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Discretion and integrity in handling confidential information and sensitive matters.
Strong problem-solving skills and the ability to work effectively under pressure in a fast-paced environment.
Flexibility to adapt to changing priorities and schedules, including availability for travel both domestically and internationally, and occasional work outside standard business hours.
Excellent interpersonal and communication skills, with a professional attitude and the ability to interact confidently with stakeholders at all levels.
Proficiency in both English and Spanish, strong presentation skills, and project management skills are essential requirements for this role.
EXPERIENCE:
Five (5) years of experience in an administrative or equivalent position
REPORTS TO:
President
LIASE WITH:
Internally:
Executives
Division and Department Heads
Office/General Manager
Human Resources/Employees
Externally:
Government Agencies
Courier Services
Travel Agencies
Other entities that may apply
ROLE AND CORE FUNCTION:
Responsible for providing administrative support to the President, Vice President, and other Group Executives for the effective management of all administrative services. This position demands a superior level of organizational ability, discretion, and the aptitude to anticipate and fulfill the needs of our executives in a dynamic and fast-paced environment. The incumbent will also serve as the face of the company, embodying its culture and values in all interactions.
DUTIES AND RESPONSIBILITIES:
1. Calendar and Travel Management: Efficiently manage complex calendars and coordinate travel arrangements for executives, ensuring optimal time management and alignment with schedules and preferences. Prepare travel expense reports and reconcile expenses in a timely manner. Maintain knowledge of travel manifest for efficient travel planning and logistics.
2. Communication: Screen and prioritize incoming correspondence, draft professional documents, and provide timely responses on behalf of executives.
3. Meetings: Coordinate high-level company functions, events, and meetings, including venue selection, logistics, and participation in conferences. Strong presentation skills, create materials for meetings and presentations.
4. Office and Supplies Management: Manage office supplies, equipment procurement, and office systems planning, while maintaining cleanliness, safety, and hygienic conditions.
5. Confidentiality: Maintain discretion and organize both electronic and physical files and documentation with meticulous attention to detail.
6. Stakeholder Relations: Cultivate positive relationships with internal and external stakeholders, representing executives and the company with professionalism and integrity.
7. Special Projects Assistance: Provide support on special projects, collaborating with cross-functional teams to ensure timely …
