Executive Assistant

About the Firm

Our client is a highly regarded investment management firm with a significant multi-billion-dollar AUM and a growing Miami presence, based on Miami Beach. Known for its entrepreneurial culture and collegial environment, the firm offers exceptional opportunities for learning and development.

The Role

We are conducting a search for an experienced Office Coordinator / Executive Assistant to join the Miami team and work in the office 5 days a week. This is a newly created, standalone role that combines hands-on office management with sophisticated executive-level support for several senior leaders. The ideal candidate is equally comfortable running a polished office environment and anticipating the needs of busy executives

This person will serve as the go-to resource for the Miami Beach office the first face visitors see, the operational backbone of daily office life, and a trusted partner to the broader administrative team. The role includes occasional coverage for C-suite principals.

Schedule: MondayFriday, 5 days onsite in Miami Beach, approximately 8:30am5/5:30pm.

Key Responsibilities

Office Coordination Own day-to-day office operations, including facilities, vendor management, and maintenance in a newly expanded, high-end environment

Serve as the primary point of contact for building management and external vendors

Manage office supplies, equipment, pantry, and food orders; handle purchasing within company guidelines

Greet and assist all visitors and guests; manage meeting room logistics

Coordinate catering for internal meetings and events

Plan and execute office social events and team-building activities

Maintain the internal seating chart; coordinate workstation moves

Process incoming and outgoing mail and packages

Partner with HR on onboarding logistics for Miami-based new hires

Executive Support

Provide proactive calendar and administrative support for multiple senior Miami-based leaders and visiting executives

Arrange complex domestic and international travel

Coordinate dining reservations, event tickets, and other executive needs

Prepare and produce meeting materials, including presentation decks and binders

Manage client and guest visits professionally

Process monthly expense reports (Concur)

Provide backup administrative coverage, including occasional C-suite support

Maintain strict confidentiality and the highest professional standards at all times

Qualifications

5+ years of office coordination and/or executive assistant experience within the investment or financial industry preferred

Strong working knowledge of office operations, systems, and best practices

Exceptional organizational skills and attention to detail

Proactive, high-EQ, and responsive

anticipates needs before they arise

Polished communicator with strong written and verbal skills and excellent phone etiquette

Collaborative team player; comfortable working alongside an existing administrative team

Ability to occasionally flex outside standard hours for urgent needs

Warm, professional presence; comfortable as the face of a client-facing office