A global financial firm is looking to hire an Administrative Operations Assistant to join their team and work on a long-term assignment in Coral Gables, FL (hybrid position).
The team is looking to interview candidates as soon as possible! Apply now for more details!
JOB DESCRIPTION:
Administrative Responsibilities:
Provide high-level administrative support to assigned team and other team members within the department.
Maintain substantial executive calendars for assigned managing directors; schedule/reschedule meetings by partnering and coordinating with internal and external constituents.
Provide excellent telephone coverage including ability to manage priorities; handle urgent calls with professionalism and good judgment.
Communicate effectively and professionally with executives and act as liaison with their assistants.
Navigate firm effectively and efficiently by interfacing with various departments on behalf of executives to collect information, respond to requests and coordinate meetings.
Execute on projects and assignments including expense management - process, submit and manage for coverage teams.
Maintain executive files such as correspondence files, document files and office files.
Hold regular meetings with team to decide priorities/deadlines/projects.
Provide regular updates on work in flight. Maintain agenda/invitations for weekly staff meetings.
Responsible for administrative activities including, but not limited to preparation of copies; sending/receiving faxes/scans; maintaining orderly, fully functioning work area for executives and their staff; various projects.
Order of equipment and resources/supplies (e.g., business cards, wireless
devices, etc.).
Event Planning and Travel Support:
Arrange large group in-person and virtual meetings - coordinate availability with required participants, reserve meeting rooms, secure call-in numbers, arrange special meeting facilities, send meeting confirmation emails, prepare, and distribute meeting materials.
Coordinate department events – reserve space, coordinate catering, and distribute meeting materials.
Secure all conference rooms, AV equipment, dial-in numbers, and video conference facilities.
Manage business travel - book travel arrangements including flights, hotels, currency, and taxis adhering to policy.
Coordinate out-of-town meetings and entertainment.
Calendar management set-up of all internal/external meetings.
Execute event pre-approval and post-closure actions including expense management.
Skills:
Bachelor's degree preferred.
Proven work experience in financial services, legal, sales and marketing preferred
Working knowledge with Microsoft Office applications, including Word/PowerPoint/Excel/Outlook/Teams.
Excellent organizational skills and detail-oriented.
Communicates effectively (both written and oral) using clear, concise, and understandable language.
Willingness to take on new projects and/or responsibility.
Bilingual (Spanish preferred).
Seniority level
Mid-Senior level
Employment type
Contract
Job function
Administrative
Industries
Financial Services
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