Administrative Assistant

We are currently seeking to hire an Administrative Assistant to join our client’s team directly in Miami, Florida.

• This is a 6-month contract position designed to provide administrative and operational continuity. Extension or conversion to a full-time role may be considered based on performance and client needs. This is an on-site position. Workdays and hours are Monday through Friday, 9:00 a.m. to 5:00 p.m. Evening and weekend work may be required as job duties demand.

JOB DESCRIPTION

The Administrative Assistant provides essential day-to-day administrative support to the Miami Beach office, ensuring smooth operations and a professional environment. This short-term position supports the Executive Office Administrator and executive leadership team with scheduling, document preparation, office coordination, and notary services as needed.

The ideal candidate is dependable, highly organized, and comfortable supporting executives in a fast-paced environment while maintaining discretion and professionalism.

RESPONSIBILITIES

Administrative Support

• Provide direct administrative assistance to the Executive Office Administrator and leadership team.
• Manage calendars, coordinate meetings, and arrange travel logistics.
• Prepare correspondence, meeting materials, and internal communications.
• Assist with supply orders, mail handling, and vendor coordination.
• Support invoice processing, expense reporting, and document tracking.
• Maintain accurate and organized physical and digital filing systems.

Office Operations

• Serve as the first point of contact for visitors and callers, providing excellent customer service.
• Ensure the office remains organized, presentable, and well-equipped each day.
• Coordinate meeting logistics, catering, and audiovisual setup.
• Assist with onboarding logistics for temporary or visiting staff members.

Project and Event Assistance

• Provide administrative support for internal meetings, events, and small projects.
• Track action items and deliverables under the direction of the Executive Office Administrator.
• Contribute to office communications and simple reporting tasks as needed.

Notary Services

• Serve as a commissioned Notary Public in the State of Florida, or obtain commission within 60 days of hire.
• Witness and notarize official company and client documents in accordance with state requirements.
• Maintain an accurate notary log and ensure adherence to all applicable laws and professional standards.

REQUIRED QUALIFICATIONS

• 2–3 years of administrative or office support experience in a professional environment.
• Strong organizational, time management, and problem-solving skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Ability to travel up to 5% of the time

PREFERRED QUALIFICATIONS

• Associate’s or Bachelor’s degree in Business Administration or a related field.
• Commissioned Notary Public in the State of Florida (or willingness to obtain within 60 days).
• Bilingual fluency in English and Spanish preferred.
• Experience supporting executives or managing administrative workflows in a high-end office setting.

COMPENSATION & BENEFITS

• Medical, dental, and vision insurance
• Paid time off and holidays
• Professional development and training opportunities
• Collaborative and supportive work environment in Miami Beach