Temporary Administrative Assistant

The Collection • Coral Gables, FL

23h • Onsite

About The Position

Seeking a high-caliber Administrative Assistant for an approximate 90-day term to provide high-level administrative and operational support to the Executive Office. This position helps ensure the efficient operation of the Executive Office through executive support, travel coordination, office administration, meeting preparation, records management, and special project assistance. The role requires a professional who can seamlessly balance complex corporate tasks with hands-on personal assistance and office management. The ideal candidates possess a background in international travel routing (flights, lodging, ground transit, passport/visa compliance) across multiple time zones, sound judgment, and the ability to maintain a high level of confidentiality and professionalism in all interactions.

Requirements

• Prior executive assistant or senior administrative support experience preferred.
• Strong organizational, communication, and multitasking skills.
• Service-first attitude.
• Proficiency with Microsoft Office applications, particularly Outlook, Word, and Excel
• Detail oriented with strong follow-through and customer service skills.
• Ability to work in a fast-paced executive office environment interacting with senior leadership and vendors.
• Demonstrated professionalism, discretion, adaptability, and the ability to maintain composure while supporting executives with varying communication styles and preferences.
• Ability to anticipate needs and resolve issues proactively.
• Must have reliable vehicle for local errands.
• Must be comfortable supporting a high-energy executive environment and adaptable to direct, informal, or fast-paced communication styles while maintaining professionalism.

Nice To Haves

• Background in international travel routing (flights, lodging, ground transit, passport/visa compliance) across multiple time zones.

Responsibilities

• Provide daily administrative support and assistance to senior executives and Director, including office organization, meal coordination, mail management, and scheduling of related tasks.
• Coordinate domestic and international travel arrangements, itineraries, transportation, accommodations, and related documentation.
• Assist in the maintenance of executive calendars, records, files, and databases.
• Manage office supplies, shipping, purchases, returns, and vendor communications
• Oversee executive kitchen and conference room readiness, including refreshment inventory, meeting preparation, and guest hospitality.
• Assist with document scanning, filing, reporting and other administrative projects.
• Support special assignments and research projects as directed.
• Maintain a highly professional, physically present office environment.
• Hit the ground running with a 1-week parallel hand-off window.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed