Executive Assistant

Robert Half - Miami, FL

Full-time - Entry Level

Miami, FL

Administrative and Support Services

About the position

Robert Half is seeking a versatile and resourceful Executive Assistant to join a dynamic management team. This role offers a chance to showcase your administrative expertise in a supportive and engaging environment. The position is based in Miami and is a long-term contract with potential for permanent hire. As an Executive Assistant, you will provide comprehensive administrative support to executives and senior management, ensuring that their day-to-day operations run smoothly and efficiently. You will manage executives' calendars, schedule meetings, and coordinate appointments, which requires a high level of organization and attention to detail. Additionally, you will arrange travel accommodations, including flights, hotels, and transportation, and prepare and edit correspondence, reports, and presentations to support executive functions. In this role, you will screen and prioritize incoming calls, emails, and requests, ensuring that important communications are addressed promptly. You will also organize and maintain executive files and records, assist in preparing and reviewing documents and reports, and handle confidential information with discretion and professionalism. Acting as a liaison between executives and internal/external stakeholders, you will manage various administrative tasks, including expense reports and budget tracking. Furthermore, you will assist in planning and coordinating company events and meetings, conduct research, and gather data to support executive decision-making. The ability to prioritize and manage multiple tasks and projects simultaneously is essential, as is identifying opportunities to streamline processes and improve efficiency. You will also perform ad hoc tasks and support special projects as needed, all while upholding a professional and positive image of the executive office.

Responsibilities

• Provide comprehensive administrative support to executives and senior management.
• Manage executives' calendars, schedule meetings, and coordinate appointments.
• Arrange travel accommodations, including flights, hotels, and transportation.
• Prepare and edit correspondence, reports, and presentations.
• Screen and prioritize incoming calls, emails, and requests.
• Organize and maintain executive files and records.
• Assist in preparing and reviewing documents and reports.
• Handle confidential information with discretion and professionalism.
• Act as a liaison between executives and internal/external stakeholders.
• Manage administrative tasks, including expense reports and budget tracking.
• Assist in planning and coordinating company events and meetings.
• Conduct research and gather data to support executive decision-making.
• Prioritize and manage multiple tasks and projects simultaneously.
• Identify opportunities to streamline processes and improve efficiency.
• Perform ad hoc tasks and support special projects as needed.
• Uphold a professional and positive image of the executive office.

Requirements

• Bachelor's degree or equivalent experience preferred.
• Bilingual in Spanish.
• Proven experience as an executive assistant or in a similar administrative role.
• Proficiency in office software and communication tools, including Microsoft Office Suite and email.
• Strong organizational and time management skills.
• Exceptional attention to detail and accuracy in work.
• Excellent written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Flexibility and adaptability to work in a fast-paced environment.
• Strong interpersonal skills and the ability to work effectively with senior executives and colleagues.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan