Office Assistant

Job Description

Job Description

We are seeking a seasoned Administrative Assistant with years of office administration experience to support daily operations in Coconut Grove, Florida. This contract-to-permanent role is ideal for a proactive, polished professional who can manage executive support functions, coordinate office operations, and maintain clear communication across internal teams and external partners.

Responsibilities

• Serve as a central point of contact for executives, employees, clients, vendors, and outside partners.
• Manage executive calendars, schedule meetings, and resolve scheduling conflicts.
• Coordinate travel arrangements, lodging, and related logistics for leadership and visitors.
• Prepare, review, and reconcile expense reports and support accounts payable records.
• Monitor office supplies and replenish inventory, refreshments, and workplace essentials.
• Draft, edit, and organize correspondence, presentations, and business documents.
• Take meeting notes, track action items, and distribute follow-up information as needed.
• Track property-related projects and provide status updates to stakeholders.
• Arrange office maintenance, repairs, and support certification or renewal requirements.
• Provide reception and general administrative support to executives and the broader office team.

• 6+ years of experience in office administration, office management, executive support, or administrative support within a professional business environment.
• Strong experience managing calendars, communications, and multiple competing priorities with accuracy, professionalism, and discretion. .
• Hands-on experience ordering, organizing, and maintaining office supplies, refreshments, and shared workplace inventory.
• Familiarity with expense reporting, invoice processing, and accounts payable support.
• Strong written and verbal communication skills, with the ability to interact effectively with executives, employees, clients, vendors, and external partners.
• Experience providing front desk, reception, or general office support in a service-oriented environment.
• Proficiency in standard office software and the ability to prepare professional correspondence, reports, and business documents.
• Strong organizational and follow-up skills, with the ability to manage maintenance requests, administrative projects, and deadlines efficiently.
• Bilingual Spanish is a plus.