Overview
Executive Assistant Jobs in Miami-Fort Lauderdale Area at MAFÉ Resources
Title: Executive Assistant
Company: MAFÉ Resources
Location: Miami-Fort Lauderdale Area
We are seeking a highly organized and self-motivated Administrative Assistant to support a Senior Executive Assistant. This role is essential in ensuring seamless operations for the executive team. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to manage sensitive information with discretion.
Key Responsibilities
Calendar & Scheduling: Manage complex calendars, coordinate meetings, appointments, and event attendance.
Agenda Management: Prepare and update daily/weekly agendas, ensuring timely communication of changes.
Administrative Support: Assist with correspondence, documentation, and spreadsheet updates.
Compliance Tracking: Maintain and track Certificates of Insurance (COIs) and W9s from vendors, ensuring compliance and timely renewals.
Vendor Coordination: Collaborate with vendors to troubleshoot issues and provide necessary support.
Travel & Logistics: Arrange travel plans, handle confirmation calls, and manage deliverables.
Filing & Organization: Maintain digital and physical filing systems, including receipts, invoices, and important documents.
Office Maintenance: Oversee inventory and restock office supplies and pantry items; tend to office plants.
Shipping & Errands: Prepare shipments via UPS/USPS/FedEx, assist with check printing, and run errands as needed.
Team Collaboration: Ensure proactive communication with team members to avoid duplication of tasks.
Requirements
Education: Bachelor’s degree in Business Administration or a related field (preferred).
Experience: Prior experience as an executive or personal assistant.
Skills:Proficiency in Microsoft Office Suite (especially Excel) and Google Workspace.
Strong organizational and time management skills.
Excellent written and verbal communication.
Ability to handle confidential information with integrity.
Adaptability to a fast-paced, dynamic environment.
Additional Requirements:Valid driver’s license.
Key Competencies
Discretion & Integrity – Handles sensitive information with professionalism and confidentiality.
Adaptability – Thrives in a fast-paced environment and adjusts to changing priorities.
Strong Interpersonal Skills – Builds positive relationships with colleagues, clients, and vendors.
Attention to Detail – Ensures accuracy in documentation and task execution.
