Overview
Executive Assistant Jobs in Miami, FL at TechnoSphere, Inc.
Title: Executive Assistant
Company: TechnoSphere, Inc.
Location: Miami, FL
About the job
What you’ll be doing…
Providing high-level administrative support and organizational tasks to keep things running smoothly for executives and their teams. Responsibilities can include but aren’t limited to answering calls, greeting guests, planning travel, scheduling appointments, handling travel expenses, reviewing incoming reports, preparing correspondence using various software platforms, and setting the executive’s daily schedule.
Responsibilities also include:
Managing sensitive matters with a high level of confidentiality and discretion.
Providing support to several leaders to ensure their day-to-day operations run smoothly.
Screening and prioritizing communications, both external and internal.
Preparing presentations, agendas, reports, special projects and other documents.
Arranging travel and accommodations for executives.
Processing, inspecting and validating all team travel & expenses.
Extensive support of international travel for executive and her team, manage expenses and oversee/ensure safe arrival/transport to and from various international locations, which will require flexible hours and ability to quickly pivot and make decisions to ensure safe and on time transport
Preparing and submit expense reports.
Attending meetings and recording meeting discussions.
Handling of vendor invoices through purchase order processing and reconciliation.
Finding new ways to increase office efficiency and innovative ways to support the team.
Coordinating complex and dynamic calendars, which includes scheduling and arranging meetings and appointments – while maintaining sensitivity to changing priorities.
Working evenings and weekends in urgent situations.
What we’re looking for…
You enjoy a fast-paced environment, anticipating the needs of those you support and ensuring they’re prepared. You are proactive and take the time to understand the business context of your work. You appreciate the diverse needs of those you support and can flex to meet their varying needs while maintaining important standards across the team. You’re motivated by being an integral part of the team, supporting the executives who help drive our business results in a way that allows them to be their best. You’re phenomenal at developing your own process that keeps you organized and on schedule while ensuring those you support stay prepared and informed. You are ready to lend a hand to others-and happy to do what it takes to support the team.
You’ll need to have:
A Bachelor’s degree or one or more years of work experience.
Experience supporting a team for their administrative needs.
Experience in Google’s G-Suite (e.g., Docs, Sheets, Slides) and Microsoft Office Suite (e.g., Word, Excel, PPT).
Experience in domestic and international travel planning including the ability to monitor each step of international travel process to ensure safe and complete travel.
Experience managing travel and other expenses.
Project Management skills.
Experience in preparing executive presentations, communications, and reports.
Willingness to travel up to approximately 25% of the time.
The ability to support all details of international travel for executive and team which will require flexible hours and ability to quickly pivot and make decisions to ensure safe and on time transport.
The ability to adhere to a hybrid work schedule.
Even better if you have one or more of the followi…
