Administrative Assistant (Miami, FL)

PIMCO•Miami, FL

2d•$44•Onsite

About The Position

PIMCO is seeking an Administrative Assistant to join their team in Miami, FL. This role will support the LatAm Client Management and Global Wealth Management businesses, offering insight into various firm areas and collaboration with diverse teams. The ideal candidate will be a resourceful self-starter, comfortable in a fast-paced environment requiring professionalism, organization, and attention to detail. This position serves as a trusted partner to the immediate team and contributes to a comprehensive team support model, providing backup support as needed. Responsibilities include managing executive calendars, scheduling meetings, ensuring smooth communication, handling travel arrangements, processing expense reports, and assisting in planning client events.

Requirements

Minimum of five years of administrative experience, with a proven track record of supporting multiple senior executives or management teams.
Intermediate to advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook).
Demonstrated working knowledge of core policies and procedures, including Travel, Calendaring, Client Meetings, Expenses, and tools like Zoom, Box, Slack, Concur, Condeco, Catering, Visitors Portals, and Service Now.
Excellent organizational, time-management, and multitasking skills with strong attention to detail.
Ability to maintain composure under pressure and effectively manage high-stress situations.
Strong capability to reprioritize tasks as business needs change.
Strong written and verbal communication skills, including superior telephone etiquette and effective email composition.
High ethical standards with the ability to handle confidential information professionally.
Ability to work independently, take initiative, and collaborate effectively with team members.
Proactive mindset with a sense of urgency, anticipating needs to support executives.
Strong prioritization, client focus, solutions-oriented approach, and follow-through skills.
Flexibility and adaptability to changing priorities and demands.
Self-starter with a strong aptitude for learning and exercising good judgment in various situations.
Strong focus on understanding and meeting client needs while fostering and nurturing positive relationships with clients and stakeholders, ensuring high levels of client satisfaction.
Exhibits accuracy and timeliness across all core functions—such as travel, calendaring, meeting coordination, expenses, and phone coverage—ensuring the delivery of individual goals while supporting team priorities.
Meticulous in handling logistics, documentation, and communication with professionalism.

Nice To Haves

Two-year college degree preferred but not required.

Responsibilities

Provide comprehensive administrative support, acting as a proactive gatekeeper to maximize executives' time and contribute to efficient team operations.
Serve as the main point of contact for internal and external communications, prioritizing phone calls, emails, and mail.
Assist with general administrative duties, including phone coverage, copying, distributing mail, and supporting ad-hoc projects and group events.
Proactively manage and prioritize executives’ calendars, scheduling internal and external meetings efficiently.
Manage daily calendars for multiple executives, showcasing flexibility and problem-solving skills to adjust and prioritize schedules in response to last-minute changes.
Arrange and reserve conference rooms, catering, audio/video, and other essential services for meetings and conferences, coordinating logistics for both onsite and offsite events.
Book travel arrangements (primarily domestic) and manage complex itineraries, including flights, accommodations, ground transportation, and visas, while adhering to firm policies.
Process expense reporting with precision and timeliness.
Organize client meetings and internal events, including venue selection, catering, and logistics management to create a seamless experience (e.g., Global Client Meetings, Due Diligence Meetings, Roadshows, Board Meetings, Department Onsites).
Order and coordinate monthly client anniversary gifts, reinforcing our commitment to client relationships.
Update and maintain client information and activities in CRM/Perform, ensuring data integrity and compliance standards for client meals, gifts, and entertainment.
Build strong business relationships with executives and administrative staff, ensuring smooth communication between leaders and internal/external stakeholders.
Draft, proofread, and edit business documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity.
Conduct research, gather data, and prepare reports and presentations to support decision-making processes.
Collaborate with the Admin team to ensure backup coverage and provide ad hoc support for other Account Managers as needed.
Drive key team activities and events, such as all-hands meetings, team meetings, and social events.
Coordinate mid-year and year-end conversations between associates and their managers, fostering open communication and development.
Manage the onboarding process for new employees and consultants, including coordinating seating, equipment, announcements, and access.
Actively engage with the executive's direct report team to ensure alignment of priorities and open communication paths.
Keep leaders informed of upcoming commitments and responsibilities, anticipating their needs in advance of meetings.
Optimize leaders' schedules by managing conflicting priorities and minimizing time conflicts while displaying discretion in handling highly confidential information and addressing unexpected situations.