Executive Administrative Support
• Provide high-level administrative support to designated executives and members of the leadership team.
• Manage complex calendars, prioritize meeting requests, resolve scheduling conflicts, and ensure leaders are prepared for upcoming commitments.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, and adjustments when plans change.
• Prepare and process expense reports, reconcile charges, maintain supporting documentation, and follow company travel and expense policies.
• Coordinate leadership meetings, business reviews, offsites, and team sessions, including agendas, presentation materials, room logistics, catering, and follow-up items.
• Prepare, edit, and format correspondence, presentations, reports, spreadsheets, and other executive materials.
• Maintain action-item lists, track key deadlines, and follow up with stakeholders to support timely completion of commitments.
• Assist with communications and coordination across functions, offices, external partners, and executive contacts.
• Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Provide backup administrative support to other executives or functional teams as business needs require.
Office Operations and Workplace Services
• Manage day-to-day operations of the Miami office and serve as the primary on-site contact for employees, building management, vendors, and service providers.
• Coordinate facilities services, including janitorial work, preventive maintenance, repairs, waste and recycling, pest control, and other office service needs.
• Maintain office supplies, pantry and beverage programs, first-aid and emergency supplies, office equipment, mail, shipping, and courier services.
• Oversee conference rooms and shared spaces, including room readiness, audiovisual coordination, signage, and meeting or event setups.
• Partner with Facilities, IT, and People & Culture on employee onboarding and offboarding, including workspace readiness, badges, keys, equipment coordination, and seating assignments.
• Support space planning, employee moves, ergonomic requests, workplace inspections, minor projects, and business continuity activities.
• Coordinate employee events, executive visits, town halls, team meetings, and catered functions.
• Maintain local workplace procedures, emergency information, service records, vendor contacts, and required inspection documentation.
• Process office-related invoices and purchase requests, support budget tracking, and maintain accurate vendor and expenditure records.
• Identify operational issues and recommend practical improvements to workplace services, office processes, and employee support.
Candidate Requirements
