Executive Administrative Assistant

Company Description Founded in 2020, Integra Marinas, a subsidiary of Integra Investments, is a leading marina owner, developer, and operator of premier marinas in the best boating markets along the east coast of the U.S. Today, Integra Marinas owns seven marinas and has plans to continue to expand the portfolio in a strategic and thoughtful manner.

Summary

Seeking a professional Executive Assistant reporting to the Principals of Integra Marina to provide executive, administrative, project-management, and personal-assistant support to help advance the Principals priorities and initiatives. The ideal candidate will possess C- level or family owned business administrative support experience with strong communication skills, maintain confidentiality /discreet, a self starter , highly organized , attention to detail, able to juggle multiple tasks, diplomatic with excellent judgement skills who can work independently.

Work: on site , Monday- Friday

Location: Miami-Downtown/Edgewater (parking provided).

Responsibilities-

• Coordinate and manage Principals calendar, appointments, and meetings on Teams.
• Handle confidential and time-sensitive information with discretion.
• Handle incoming calls and make sound judgement to scrutinize and prioritize.
• Draft and edit professional correspondence, reports, and communications.
• Maintain project plans, timelines, task lists, status reports, and follow-up schedules as needed.
• Assist with preparation and coordination for executive meetings, leadership meetings, company events, conferences, and other functions involving the principals.
• Coordinate executive travel, including transportation, accommodations, itineraries, reservations, and related logistics.
• Organize executive files, reports, correspondence, records, and confidential information using electronic file sharing system.
• Handle reimbursement reports and track them through accounting.
• Complete administrative tasks in a timely manner
• Provide hospitable service for visitors and guests and provide beverage services.

Office Management- Integra Marina Offices at Venetia

• Orders office supplies and maintain the breakroom stocked appropriately and ensure housekeeping schedule is maintained for cleanliness;
• Maintain office equipment, coordinate building and maintenance requests and manage vendor relationships with suppliers and service providers;
• Handle and maintain parking access and invoice management. Ensure we keep a list of approved parking access list with employee names and manage the adding/disabling parking access permits.
• Process invoices and expenses and maintain digital and physical copies and maintain filing system.
• Occasionally assists with Company event planning or execution.

Personal & Family Affairs

• Make purchases, place orders, and manage personal errands with a high degree of follow-through.
• Assist with special projects and personal travel arrangements.

Leadership Expectations

• Serve as a trusted and dependable partner to the Principals.
• Demonstrate professionalism, discretion, responsiveness, confidentiality, and sound judgment.
• Take ownership of assignments and follow through from planning to completion.

Qualifications:

• Bachelors Degree in Business, Accounting or related field is preferred or a combination of education and experience
• Proven experience supporting a senior executive or high-performing entrepreneur and prefer family business support experience
• At least 5 -7 years of related experience
• Highly organized, detail-oriented, and self-directed
• Able to anticipate needs
• Professional, discreet, and trustworthy
• Tech-savvy (Google Workspace, Microsoft Office, Teams, Outlook, Power Point, Excel)
• Working Knowledge of use of AI
• Strong written and verbal communication skills
• Must be professional and courteous with all internal and external visitors.
• Comfortable working at a fast pace and in a proactive manner.

Physical Work Environment

• Work is performed in a ventilated office environment in a desk setting
• May require sitting for long periods of time
• Use of computer monitor(s) for long period of time
• Occasional lifting of up to 15 lbs
• Fast-paced day-to-day rhythm with frequent communication interruptions, time-sensitive deadlines, and a need for strict confidentiality.