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: Monday–Friday, 5 days onsite in Miami Beach, approximately 8:30am–5/5:30pm.

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