Overview
Executive Administrative Assistant Jobs in Coral Gables, FL at Ole Communications
Title: Executive Administrative Assistant
Company: Ole Communications
Location: Coral Gables, FL
The ideal candidate should be a dedicated and experienced Executive Administrative Assistant that will provide executive level support. The Executive Administrative Assistant will be the primary point of contact for internal and external constituencies on all matters pertaining to the executives. The individual will provide executive support to board member(s).
Essential Duties and Responsibilities
- Completes a broad variety of administrative tasks for the executives including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that may be confidential; arranging active travel plans; and agendas.
- Plans, coordinates, and ensures the Executives schedule is followed and respected.
- Communicates directly and on behalf of the Executives with Board members, staff and others.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executives, including those of a sensitive or confidential nature.
- Maintains discretion and confidentiality in relationships with all executives/board member.
- Provides project management coordination for special projects.
- Manages global organizational charts on a monthly basis.
- Prepares presentations and documents needed for board meetings.
- Process/approve vendor invoicing for payment
- Ensure documents are properly signed by internal and external parties.
- Coordinate the notarization and apostille of documents as needed.
- Organize, file, and maintain confidential documents, contracts, and files.
- Coordinate the obtaining and filing of corporate records as needed.
Qualifications
- Bachelor’s degree or proven experience as Executive Administrative Assistant
- Must have excellent verbal and communication skills. Fluent in English and Spanish.
- Proficient in Microsoft Office, Concur, Outlook.
