Executive Office Administrator

We are currently seeking to hire an Executive Office Administrator to join our client's team directly in Miami, Florida.

• This is a full-time, 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

We are seeking a proactive and detail-oriented Executive Office Administrator to oversee the daily administrative, operational, and facility functions of our Miami Beach office. This role requires strong organizational skills, the ability to manage multiple priorities, and the professionalism to serve as the central resource for office services. The Executive Office Administrator will coordinate vendors, manage office resources, support HR and compliance processes, provide notary services, and ensure that the workplace runs smoothly and efficiently.

RESPONSIBILITIES

Office Services and Administration

• Oversee daily office operations, including supplies, vendors, mail, couriers, and facility needs
• Serve as the first point of contact for staff and visitors, ensuring a professional office environment
• Manage communication flows: answering phones, handling correspondence, and directing inquiries
• Organize and maintain physical and electronic filing systems
• Manage office equipment, liaise with IT support providers, and coordinate repairs or upgrades
• Maintain compliance with office safety and regulatory requirements
• Support onboarding of new hires, including workspace setup and HR documentation

Project and Event Coordination

• Plan and coordinate internal meetings, training sessions, and company events
• Track office-related projects, ensuring deadlines and deliverables are met
• Assist with corporate communications and distribution of company-wide updates

Financial and Reporting Support

• Process invoices, vendor contracts, and expense reimbursements
• Maintain accurate records for office-related budgets and expenditures
• Assist with preparing administrative and compliance reports

Notary Services

• Serve as a commissioned Notary Public in Florida
• Witness and notarize official company and client documents in accordance with state requirements
• Maintain a notary log and ensure compliance with all notarial laws and standards

REQUIRED QUALIFICATIONS

• Bachelor's degree in Business Administration, Office Management, or related field preferred
• 5+ years of office administration, facilities, or operations experience
• Notary Public commission in the State of Florida (or ability to obtain within 60 days of start date)
• Strong organizational, problem-solving, and multitasking skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with office management systems, HR support, or compliance documentation is a plus
• Excellent communication and interpersonal skills with a customer-service mindset
• Ability to maintain confidentiality and demonstrate professionalism at all times
• Ability to travel up to 5% of the time

PREFERRED QUALIFICATIONS

• Bilingual fluency in English and Spanish strongly preferred. Candidates with the ability to communicate effectively in both languages in professional settings will be given priority consideration
• Experience working in high-end professional environments, family offices, or luxury service industries with exposure to executive-level clientele and confidential operations
• Advanced proficiency in office management software, project management tools, and financial tracking systems beyond the basic Microsoft Office Suite
• Background in vendor management, contract negotiation, and facilities coordination, with demonstrated ability to manage multiple service providers and maintain quality standards
• Professional certifications in office administration, project management (PMP), or facilities management, along with experience in HR support functions and compliance documentation

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